Managing skills: framework, matrix and gaps

The Training module measures the gap between the skills each position requires and those each person holds. You build a framework (axes, skills, a level scale), set the required levels per position, then read the gaps in the matrix and prepare the skills section of the annual review. This article is for HR, line managers and administrators.

Before you start #

• The Training module must be installed for your workspace.
• Building the framework: the “Training module settings” permission (Training part of the role matrix), Execute level.
• Opening the matrix, setting a position’s required levels, giving a manager assessment: the “Skills” permission, Execute level. The matrix only shows employees in your role’s population and the teams you manage.
• Planning training from a gap: also “Training requests” at the Execute level.
• Every employee sees their own profile with “My training space”.

Building the framework #

Open Settings › Training › Skills & assessments (or the Framework & requirements button in the matrix). The page has four working tabs: Framework, Library, Required levels and Scale.

Starting from the library #

The Library tab offers ready-made skills in four languages, grouped into families (common core and job families). Search with Search a skill, tick those you need (or Tick all for a family), then click Adopt N skill(s). A skill that already has the same name in your framework is linked, not duplicated; the In your framework label marks those already adopted.

Creating axes and skills #

1. In the Framework tab, click Create an axis and enter the Axis name. French is required; English, German and Italian are optional (French is shown when a translation is missing).
2. In an axis, click Add a skill: Skill name, What is expected of the person, and two boxes, Critical skill and Active in the matrix.
3. Click Save.

Each skill shows how it is used (assessments, positions, courses) or “never used”.

Setting the scale #

The Scale tab has six levels, from 0 to 5. Defaults: 0 Not acquired, 1 Basic knowledge, 2 Operational, 3 Autonomous, 4 Expert, 5 Reference person. For each level, fill in the Label and What this level means in each language, then click Save the scale.

Setting required levels per position #

1. In the Required levels tab, find a position with Search a position. The list shows the number of requirements per position, and positions with no holder.
2. Set the expected level (0 to 5) for each skill. 0 means “not required”.
3. Click Save. The position’s holders are notified of the change.

Working in a spreadsheet #

On the Framework and Required levels tabs, Export to Excel produces a workbook (skills, required levels, scale). Edit it, then use Import a workbook: Checking the workbook lists errors by sheet and row, or announces what the import will do (axes and skills created, skills updated, required levels changed). Nothing is written until you click Import.

Reading the matrix #

Open Training › Steer › Skills matrix. The Skills & assessments page shows four tiles: Overall coverage, Critical gaps (2+ levels short), Recently assessed, To refresh (assessments older than 18 months). The Team and Axis filters narrow the display.

• Gaps & coverage: for each skill, the people concerned, at level, −1 level, −2 or more, not assessed, and the coverage rate. A skill never assessed counts towards the shortfall.
• Matrix: one row per employee, one column per skill. The Level / Gap toggle changes what each cell shows. A dotted border marks an assessment older than 18 months; a grey cell, a skill not required for the position.

A person’s profile #

In the Matrix view, click a name to open their Skills profile: position coverage, held and required level for each skill, Suggested training (catalogue courses that close their gaps) and Individual targets.

Setting an individual target #

A target replaces the position’s required level for that person only, for example to prepare a move. The person’s manager can set one, as can holders of the “Skills” permission at the Execute level; nobody can set one for themselves.

1. In the profile, click Set a target.
2. Choose the Skill and the Target level. 0 exempts the person from the skill.
3. Enter the Reason (required) and, if needed, an End date (optional): after that date, the position’s level applies again.
4. Click Save. The person is notified.

A target can be changed or removed from the profile’s list of individual targets.

The skills section of the annual review #

In the profile, Annual review section opens the Annual review view for that person. If an annual campaign is active in the Performance module, the section is linked to it; otherwise, the assessments are kept as ongoing assessments.

1. Reuse levels already assessed suggests the latest known levels; nothing is saved until you have confirmed each row.
2. Skills where the self-assessment and the manager’s view differ are listed first, marked Disagreement.
3. On a row, click Give my view (or Change), choose the level, add a justification if needed, then Save.

Each assessment is added to the assessment log, dated and signed; it does not replace earlier ones.

Planning training from a gap #

In the Gaps & coverage view, Plan is active when at least one catalogue course develops the skill. The button opens Training requests with a new pre-filled request, filed in your name, which follows the usual approval process (see Requesting training and getting it approved).

Notifications sent #

Event	Recipient
An individual target is set	The person
Someone else assesses one of their skills	The person
Their position’s required levels change	The position’s holders
A new gap of 2 levels or more appears on a critical skill	The person’s manager

These notifications are sent by email, in the recipient’s language, and appear in Illizeo’s notifications.

What employees see #

Training › For me › My skills opens My skill profile: the levels held for their position, compared with the required level or their individual target, with the source of each assessment (self-assessment, manager, peer, test, certification). Self-assess lets them give their level and explain it. Their view is added to their history; the level shown may not change, because the manager’s assessment takes precedence.

Good to know #

• A skill that has been used (assessments, positions) cannot be deleted: deactivate it and its history is kept. An axis that contains skills cannot be deleted either.
• Two axes, or two skills, cannot have the same name.
• Importing a workbook that changes required levels requires the “Skills” permission at the Execute level.

FAQ #

The matrix shows “Framework not configured”. #

No skill has been declared yet. Click Define the framework, or start from the library.

The Skills matrix menu item does not appear. #

It requires the “Skills” permission at the Execute level. At the Access level, a person only sees their own profile.

The Plan button is greyed out. #

No catalogue course states that it develops this skill. Add it to a course’s objectives (see Building and publishing a course in the catalogue).