Skills, as found in the Skills Module of L2L, refers to individual skills that can be linked to Users, Roles, or Lines, that are required to perform specific skill-based tasks, products or jobs within the organization.
Before we jump into how to set up a skill there are a few things to set up to get you started. Lets take a look!
Skill Categories are used to distinguish skills from one Area or Line from another. To set up Skill Categories go to the Skills Module > Skill Categories > Add new.
You can choose a Code that matches the Area or Line you wish to assign the skill to. For example, if you have an 'Area' designated 'Facilities', you can assign 'Facilities' as the 'Code' and the 'Name' for your 'Category'. Some other examples of Categories can be seen in the image below.
Once you have set up your Categories, you can add Skills and assign them to each category. This makes it easier to filter skills.
Skill levels are used to define the competence level of an individual with regards to an identified skill needed to perform their job. These levels are set by the company, including what criteria is needed to advance to the next level of training.
Example: Jane starts a new job. On her first day at the work site, when she checks into her work center in L2L, the system will show her skill level as ' 0 ' to signal that she has no training. After her first day on the job, the trainer may decide to move Jane up to the next level of training as she has some knowledge of this skill necessary to perform her job. As Jane's skill increases, the trainer will move her up to the next skill level of the training process until Jane has satisfied the criteria set by the company to be considered fully trained.
- To start to add skill levels, follow the steps below:
- Click on Skills Module
- Click on Skill Levels
- Click Add New
- The next steps are to set the new Skill Level Detail
- Add the level number according to your company's requirements
- You must have one skill level with the level set to 0 (zero) for the system to recognize this and reset the skill level after a revision
- Example: Needs Training is the lowest skill level and the level is set to 0 (zero)
- Add the name of the skill level
- Add the description of the skill level
- Make sure the 'Active" box is selected
- (Unchecking the active box will make this level inactive)
- Pick a color for this level
- Companies typically start out with the color red for the skill level of 'Needs Training' and then go to a lighter color yellow and end up at green for the top skill level.
- Select save down below to save this new skill level
Add New Skill
Skill Detail Page
- Once in the Skills tab, Users can search for the skill they desire or click on 'Add New' on the top right of the title bar to add a new skill to the system.
- When 'Add New' is selected, you will be directed to the 'Skill Detail' page.
- Once on the 'Skill Detail' page, give the new skill a unique code (name). Often, there is already an established code naming protocol for skills. If not, this is a good time to apply and set a standard naming convention for ease of finding.
- Give the Skill a description that explains what the skill is and how it will be used.
- Select a 'Category' for the skill. If there are no Categories available in the drop-down menu, the Administrator will need to establish categories before going any further. See the Article on Skill Categories
- Below, there is an option to 'Apply to all products'. Leaving this box checked will apply the skill to all products. See Article for 'Products' found in the production module.
- Deselecting the 'Apply to All Products' button will reveal a drop-down menu where the user can select the product to be affiliated with this skill.
- Reset Days: This is designed to set the number of days after which you want a person's skill level to reset to 'needs training' if they no longer work on the line or use the skill.
- When complete, select 'Save & Add Initial Revision'
Revising Skills/Adding Documents and Expiration Methods
Once the new skill is added, you can now attach the associated document with that skill.
- Choose the effective start date to the skill.
- If this is a temporary skill then you can add an effective end date and when that date comes, it will inactive the skill from the system.
- If you need the skill to be retrained every ' x ' number of days, then you can set that date as well in the user retrain period box so that all users with this skill will have to be retrained (refresher) again at that time.
- In the example above, the Chef skill will reset the training to all users with the skill to needs training in 365 days (annual) from the start date and every 365 days after that.
- Another method as mentioned above under Skill Detail, is the option of "Reset Days" which is designed to set the number of days after which you want a person's skill level to reset to 'needs training' if they no longer work on the line or use the skill.
- From the drop-down menu, select the document(s) that are associated with this skill. NOTE: All skills need to be associated with at least one document as the standard of how to perform the skill being assessed.
- Be sure to input some type of note in the changes box stating what the Revision is and why it was done.
Skill Revision Detail Feature:
Once the Skill has been created and saved, there are several other features available on the Skill Revision Detail page. These include: (You can access this by clicking on the skill code in the skills page)
- Edit Button used to edit the basic information about the skill without creating a revision.
- View Users allows you to see all Users that are trained or need training and what level of training they have received.
- Add User if a User is required to perform this skill, he or she can be added by selecting this button.
- Create Revision allows the Administrator to create a new revision of the skill and to track that revision in history.
- Line or Role Requirements Allows the Administrator to associate the skill with the lines that require the skill.
- By clicking the add new button from the skill detail page, you can add the skill to a line, Role and or both Line and Role if needed.
Note: User roles are a way to connect a person to a job function and to a skill. In the example below, you can see two different User Roles are needed for this line: Operator and Engine Builder. The Skills have a required role that needs to be trained on to satisfy the Skill requirement.
This is a way to track who needs training on what Skills. For example, Mark is an Engine Builder so he only needs to know two skills on the example line: the Cylinder Honing and TPM Skills. However, Bob is an Engine Builder and an Operator, so he needs to know all five skills.
- If the skill is tied to a Role only, then those who are associated with the Role of that skill will be notified on their L2L home screen (see below)
- Another way user roles are used is for those teams who don't normally work on a line. Like Maintenance, Engineering, or Material runners. These support groups can also use the Role as a way to track the training of the individuals and notify them when new or annual training is needed for example.
- If the skill is tied to a line, then those who are associated with that line will be notified on the operator portal (See Below)
To add or edit a user role and tie to a user
1. Click on the Edit User Roles tab in the settings.
2. To add a new user role, select the Add New button or to edit the skill, just click on the user role code to open and edit.
3. If you selected to edit the user role and or tie users to this role after you selected the code, then you can make the changes by editing the description, change or add colors, select users in the drop-down box, and inactivate if needed.
4. If you want to add a new role you can do this by selecting the Add New button and filling out the needed information to add the new user role.
Note: You must have admin rights to perform this function.
Skill Revision History
Skill Revision History is a quick way to see the latest changes made to skills and the revisions of those skills.
From left to right above you can see the skill code, the current and past revisions of the skill, the description, the category, the effective start date of the skill revision, an effective end date (if there is one), and if the skill is active.
You can also export the revision history list for further information like what changes were made, when the skill was created, last updated, and by whom. (See Example Below)
Note: User the filters as a means to narrow your search to a specific skill and/or category. (See Example Below)
By clicking on the skill code (Hyperlink) it will take you to the skill revision detail page where you can see the documents, lines, and users that are associated with the skill.
(See Example Below)
Note: Another way of notification of the skill that needs to be re-trained is in the L2L Reports module, you will find one called User Skills Retrain Status.
User Skill Retrain Status Report
This report allows you to see who needs to be retrained based on the skill retrain date that you set. Skills are linked to Users based on Line or Role. You can filter your results to see all skills associated with Areas, Lines, Trainers, Skill Levels, Products, or Skill Categories. You can also narrow your search to a specific Skill to see the Users who need to be retrained on that specific Skill You can set up the search criteria by using the date range of X days from today to see who and when the training will need to be completed by. This report can be saved and scheduled to send an email for your convenience so you can see when the training is due and get the teams re-trained before they go past due.
The report will pull up a list of users who need training.
If the skill has Active Requirements listed, you'll be able to use the filters to narrow your scope.
*Please note that the Skills Retrain Date does not require acknowledgment.