What are the Key elements of a Skills Matrix? Skills/Tasks •Team/Area: Team Members •Team/Area Leader: •Date: •Skills/Tasks •Name •Dick •Developer •Co...
The performance management system needs to focus not only on monitoring but on action centered management Key Elements of a Performance Management System
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Training Pack
People Management Skills Matrix
Purpose of Module To enable attendees to visually recognise varying levels of ability in a structured way. To develop focused training plans to maximise flexibility and to enhance the development of every individual.
Agenda • What is a Skills Matrix? • What are the key elements of a Skills Matrix? • How to we quantify the Skill Levels • What is a Skills Matrix used for? • How Skills Matrices focus training plans? • How to develop a Skills Matrix. • How to Skills Matrices drive improvements. • Monitoring and control of plans. • Skills Matrix Standard Format. • Who should own the Skill Matrix? • Upkeep of the Skills Matrix
What is a Skills Matrix? • It is an integral part of our Visual Management System (VMS). • It is a simple visual tool to aid in the management, control & monitoring of skill levels. • It displays all tasks & skills required to work in an area or team. • It displays all current team members. • For each team member it displays current competency/ability levels for each task. • It is a simple tool to aid resource planning.
What are the Key elements of a Skills Matrix? •Team/Area:
How do we Quantify the Skill Levels? Untrained: No experience of the skill/task/work instruction/package. Learner: Being taught the skill/task/work instruction/package. Practitioner: Can carry out the skill/task/work instruction/package: » Safely. » To the correct quality standards, first time. » Without assistance. » To 1.5 times the standard cycle time i.e. is still not up to speed. Developer: Can improve the skill/task/work instruction/package: » Safely. » To the correct quality standards, first time. » Work to the standard cycle time. Coach: Someone who has the skill level of a Developer, but can train & develop others in carrying out the skill/task/work instruction/package: » Safely. » To the correct quality standards, first time. Continued, Please Turn Over....
How do we Quantify the Skill Levels? • In setting skill levels our aim is to be:
» Objective. » Consistent » Fair to all employees. • Use our procedures, these should have necessary information on:
» Standard Operations. » Standard cycle times. » Design Specifications. » Quality Specifications.
How do we Quantify the Skill Levels? Standard
Learner
Practitioner
No Experience
Can do with assistance & reference to the Standard Operation.
Can do without assistance or reference to the Standard Operation.
Can improve the Standard Operation.
Can train others in the Standard Operation.
Standard Cycle Tim e
No Experience
Can complete the Standard Operation, slower than 1.5x Cycle Time
Can complete the Standard Operation, in 1.5x Cycle Time or quicker
Can work to the Standard Cycle Time or quicker.
Can work to the Standard Cycle Time or quicker.
Design Specification
No Experience
Can build to the required specification without reference to the Standard Operation.
Can identify related specification errors.
Can train others to the required specification.
Quality Specification & Key Points
No Experience
Can build to required specification only with assistance & reference to the Standard Operation. Understands quality specification & key points, but can not demonstrate them.
Can achieve required quality standards & can demonstrate reasons for key points.
Can take corrective quality actions.
Can train others in the quality standards.
Criteria Standard Operation
Untrained
Developer
Coach
Example of Comparison Std Times • Example: A Drilling Skill could consist of the following procedures: Standard
Cycle Time
Tom
Dick
Harry
– Pre Safety Checks
60 Seconds
65sec
60sec
95sec
– Drill Bit Attachment
40 Seconds
50sec
40sec
75sec
– Marking Up
180 seconds
175sec
175sec
300sec
– Initial Hole Set-up
60 Seconds
65sec
55sec
85sec
– Alignment
100 Seconds
120sec
95sec
160sec
– De-burring/Swarf Cleaning
60 Seconds
65sec
55sec
75sec
– Post Safety Checks
60 Seconds
60sec
60sec
90sec
– Tool Maintenance
300 Seconds
350sec
290sec
450sec
860 Seconds
950sec
830sec
1340sec
Total =
1.5 x Standard =1290 Seconds
1.5xStd Std
>1.5xStd
What Skill Level do they have (assuming they have done the jobs safely & to the correct quality first time)? Practitioner Developer
Learner
What is a Skills Matrix Used for? • To establish all skills required in an area or team. • To visually share information. • To quickly identify current available skills and future requirements. • To examine where our strengths & weaknesses are. • As a day to day planning tool to use skills where they are most needed. • As a planning tool to organise adequate cover for holiday & sickness. • If done fairly, to keep employees motivated & reduce boredom. Continued, Please Turn Over....
What is a Skills Matrix Used for? • It highlights training needs for our most important resource….our employees. • To monitor & control training effectiveness. • To increase flexibility by allowing people to master a broad range of skills. • To drive improvements as part of a Visual Management System (VMS). • To increase the effectiveness of an area and the entire business. • To match the demands of the business.
How Skills Matrices Focus Training Plans • It highlights training needs for our most important resource….our employees. • To monitor & control training effectiveness. • To increase flexibility by allowing people to master a broad range of skills. • To drive improvements as part of a Visual Management System (VMS). • To increase the effectiveness of an area and the entire business. • To match the demands of the business.
How to Develop a Skills Matrix Make visual on the skills matrix the ability or competency for each team member against each task.
• Establish all tasks required in the team or area. • Establish all the team members.
CT A
Measure team members against procedures & performance measures.
O D
K C E H C
N A PL • Develop all procedures for all tasks. • Define skills required for each task. • Define level of ability/competency. • Define how we measure performance.
How Skills Matrices Drive Improvements • Define “Benchmark” Procedures - this should have been achieved when formulating the skill.
• Improve the Procedures based on the learning. • Retrain the team members.
CT A
• Get a team together to focus on improving the procedure.
• Evaluate if a Procedure has not been improved for a while. • Check effectiveness of the “Benchmark”
O D
K C E H C
N A PL
• Do a Kaizen activity to improve the procedure.
•Train all team members with the Procedures.
Monitoring and Control of Plans
K C E H C
N A PL O D
• Assess performance & compliance against procedures - Do “Gap” Analysis. •Assess improvement against training & development plans Do “Gap” Analysis.
Define a schedule for re-assessment of the tasks or Work Instructions.
CT A
•Troubleshoot abnormalities from the standard. •Introduce new improvements & retrain. •Review & update Personal Development Plan.
Conduct review of Work Instructions with a selection of team members.
•FUTURE STATE •40 Points •(Potential Performance Graph in Points) •20 Employees •80 Points Potential •80 Points Potential •50% Skill Level •(Potential Performance Graph in %)
•POINTS
•Current
•100 •90 •80 •70 •60 •50 •40 •30 •20 •10 •Future
•%
•Current
•Future
Illustrating Gap Analysis for a KPI to a x p ri w o t o H vel Ma e D ills Sk
H ow M do at Im Sk r D i pr r c ov ive es ills em en ts
Goal
Monitoring & Control of Plans
Skills Matrix Standard Format •Team/Area:
•Team/Area Leader:
•Skills/Tasks •Name
•Skill Level Key •Un-Trained
•Learner
•Practitioner
•Developer
•Coach
•Date:
Who Should Own the Skills Matrix? • It depends on what information it is visualising: – Team Leader: This should visualise the information relevant to their own team. – Cell Leader: This should visualise the information relevant to the cells under their control. – Manager: This should visualise the information relevant to their areas of responsibility. – Head of Business: This should visualise the information relevant to their areas of responsibility.
Example of Team Leader Skills Matrix •Team/Area: •Skills/Tasks
•Team/Area Leader:
•Station 1 •Milling
•Drilling
•Deburring •Grinding
•Painting
•Date:
•Riveting
•Name
•Name •Score
•Tom
11
•Dick
14
•Harry
10
24 24 24
•Skills/Task 3 8 8 12 12 12 •Score
5
4 12
12
•Skill Level Key •Un-Trained
•Learner
•Practitioner
•Developer
35
7
•Coach
12
72
Example of Cell Leader Skills Matrix •Team/Area: •Skills/Tasks
•Team/Area Leader:
•Assembly •Station1
•Station2
•Station3
•Station4
•Station5
•Name
•Station6
•Date: •Name •Score
•A Shift
17
•B Shift
22
•C Shift
12
24 24 24
•Skills/Task 9 9 10 12 12 12 •Score
51 10 7 6 12 12 12 72
•Skill Level Key •Un-Trained
•Learner
•Practitioner
•Developer
•Coach
Example of A Managers Skills Matrix •Team/Area: •Skills/Tasks
•Team/Area Leader:
•Assembly •Station1
•Station2
•Station3
•Station4
•Station5
•Name
•Station6
•Date: •Name •Score
•A Shift
17
•B Shift
22
•C Shift
12
24 24 24
•Skills/Task 9 9 10 12 12 12 •Score
51 10 7 6 12 12 12 72
•Skill Level Key •Un-Trained
•Learner
•Practitioner
•Developer
•Coach
Up keep of a Skills Matrix • Is should be handwritten!!! • Having a computer generated standard format is fine.
• What if someone does not do a job for a while, do they keep the same skill level? – Their Skill Level should be frozen, pending an assessment of the skill in question. – The skills matrix should indicate that the person needs to be assessed beside the skill in question. – A date should be agreed with the employee when they are going to be reassessed. – After the assessment, the skills matrix should be updated.
Purpose of Module To enable attendees to visually recognise varying levels of ability in a structured way. To develop focused training plans to maximize flexibility and to enhance the development of every individual.
