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Learning & Development – Skills Matrix

Learning and Development - Skills Matrix

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Blueprint Summary

Skills Matrices refer to having a clearly defined collection of data that contains both the required and held skills of all staff. To obtain this information, various activities can be employed to identify which competencies are currently held, such as skills audit, Job Profiling, etc. Ideally, a company would first conduct a sampling exercise of what skills are present in the organization, aka Skills Audits, and thereafter conduct a separate activity to identify which skills are required for every position, i.e. determining skills required from Job Descriptions and/ or consultation with key stakeholders. Ultimately- both activities are similar in nature, and are interrelated.

Characteristics of Skills Profiles include being data-based, being process driven, and using factual information. It focusses on the identification of needs and requirements of the position in question before examining whether the person who occupies said position has the skills. It needs to be able to illustrate the skills present, per person, versus the position they occupy, visually.

Process flow

Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

The person that is accountable for this specific process.

All parties that have a vested interest in this process.

Requirements that need to be recorded during this process. What, How, Where.

Requirements that need to be reported on during this process. What, How, When, Where.

Reporting Requirements

Audit Requirements

Notifications

Reminders

Requirements that need to be stored during this process. What, How, When, Where.

Requirements that need to be met in to comply with Auditing Regulations.  What, How, When, Where & Type of Audit Requirement.

Any Notifications that need to be Generated and/ or Actioned During this Process.

Any Reminders that need to be Generated and/ or Actioned During this Process.

Transparency & Communication

Knowledge & Skills

System

Workflows

 Any Transparency, Communication & Distribution Requirements needed for this Process.

 Any Knowledge & Skills required to successfully complete this process.

Links and Process within a system that directly relates to this Process.

Are there any Workflows that drive this Process? This can be Manual or NFE Workflows.

Legislation & Governance

Templates, Forms, Guides and Work Instructions

S.A. Board for People Practices

Any Legislation, Bodies, Processes, Policies that Govern this Process.

Links to Templates, Forms Guides and Work Instructions that are either to be used for application or as Guidelines to meet minimum requirements for this Process

Does this Process Align with SABPP. This can either be Fully, Partially or Not at All.

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Identified Skills Needs

Tasks are the Step-by-Step Actions to be taken to complete the Process.

  • Skills Matrix

Skills Matrices refer to having a clearly defined collection of data that contains both the required and held skills of all staff. To obtain this information, various activities can be employed to identify which competencies are currently held, such as skills audit, Job Profiling, etc. Ideally, a company would first conduct a sampling exercise of what skills are present in the organization, a.k.a. Skills Audits, and thereafter conduct a separate activity to identify which skills are required for every position, i.e. determining skills required from Job Descriptions and/ or consultation with key stakeholders. Ultimately- both activities are similar in nature, and are interrelated.

Characteristics of Skills Profiles include being data-based, being process driven, and using factual information. It focusses on the identification of needs and requirements of the position in question before examining whether the person who occupies said position has the skills. It needs to be able to illustrate the skills present, per person, versus the position they occupy, visually.

  • Obtain a list of unique/ different/ distinct positions in the company. This should ideally be segregated based on Job Title.
  • Peruse Job Specifications, Performance Management Matrices, Contracts of Employment, Job Descriptions and any other relevant sources of data to identify the tasks that the position needs to be able to achieve. The more sources of information used to inform this activity, the more accurate the profile will be. The respective documents used need to be decided on by a competent HR Professional.
  • For each task identified, a required skill needs to be identified and listed. Illustrate this either in a database or spreadsheet- the data needs to be malleable and in a format that reports can be generated from.
  • Professional Education and/ or Accreditation needs should also be included as a required proficiency per position.
  • Consult key stakeholders, such as employees in question’s direct manager, heads of department, high performing employees or other subject matter experts on their role, on the accuracy of the information and obtain their input. This step will generally yield a large amount of clarity and value, but cannot be achieved without having the drafted information present.
  • Compare each staff member within the position they occupy to determine which skills said employees have. Although this starts off as a subjective conversation, this becomes more factual with each set of data used for the activity.
  • Plot all the above information in relation to each other- i.e. List of Skills Required per Position versus List of Skills Identified for each person.
  • Update on a regularly scheduled basis based on new Education, Training and Recruitment activities occur.

END OF PROCESS