Who is this article for?

Administrators who want to learn how to generate Competency reports.

Administrators elevated permissions are required.

Competency Reports are powerful tools that provide comprehensive insights into an organisation's training landscape, from individual progress to company-wide skill gaps. This article explores the diverse range of reports available in the training management system, including training matrices, Needs analyses, role completion summaries, and various other reports that enable organisations to effectively track, analyse, and optimse their training and development efforts.

1. Reports

Video: Reports Menu Overview

There are many different reports available from Lucidity Competency. They can be accessed via the relevant menus as outlined within this user guide (Records, Needs, Capabilities menu) or via the Reports page.

1.1. Reporting on large quantities of data

2. Generating Reports

To generate any of the reports from the Reports menu:

1. Click the required report.

2. Define the report by completing the relevant fields i.e. to filter the result by a project, division, role, capability group or any of the available filters.

3. Click Print to generate the report.

3. Available reports

The following reports are available from the Report menu:

3.1. Training matrix

• Also known as Training Needs Analysis (TNA).
• Lists all completed training records and required needs in matrix format.
• Rows: Users.
• Columns: Capabilities with color coding to show current, lapsed, expiring and expired records as well as outstanding needs.
• Cell width setting:
  • Allows width of results columns to be varied.
  • Standard value: 14 characters.

• • Reduced value: 10 characters (allows more columns to be visible).

• "People with no records" filter.
• When set to Display, lists all selected users even if no records or needs exist.
• Useful for gap analysis reporting and identifying missed users when allocating roles and needs.

3.2. Training matrix using competency levels

• Special feature allowing codes in cells.
• Can be added with or without color codes.

Note: Using color codes for Competency Level means losing color coding for expiry time frames.

• More details available in Settings page of user guide.

3.3. Needs matrix

• Lists all required needs in matrix format.
• Rows: Users.
• Columns: Capabilities with color coding to show current needs.
• Letters represent Needs classification (must be added as Needs classification code via Settings).

3.4. Roles completion matrix

• Lists roles and completion status for each user.
• Rows: Users.
• Columns: Roles with color coding to show status of user against role.
• Example: 3/4 denotes 3 of the required 4 capabilities within the role have been completed.

3.5. Roles details matrix

• Lists roles and associated capabilities.
• Rows: Roles.
• Columns: Capability with grey cell to show requirements against that role.
• Excel format report available under roles tab (system administrator access only).

3.6. Expiry report

• Lists expiring or expired training.
• Rows: Training records.
• Columns: Information about each record, including expiry date and user details.

3.7. Pending report

• Lists pending training.
• Rows: Training needs.
• Columns: Information about each need including user details.

3.8 Detailed user report

• Detailed list of a user's historical training.
• Format: PDF.

3.9. Training history report

• List of historical training for selected users.
• Rows: Training records.
• Columns: Information about each record, including expiry date and user details.

3.10. Percentage completion report

• Lists completion percentage rate of completed records vs scheduled courses.
• Formula: (completed records/total) x 100, where Total = completed + scheduled.
• Rows: Users.
• Columns: Quantity of training scheduled, completed, and percent complete.
• Further drill-down possible:
  • "1" in scheduled column, "0" in completed = scheduled but not completed.
  • "1" in completed records column = completed the course.

3.11. Capability utilisation report

• Lists Capabilities and number of records against each.
• Rows: Capabilities.
• Columns: Details about the capability, number of records, date of last record.

3.12. Exception report

• Lists users who don't have specified capability(s).
• Relevant capabilities must be selected in filter for report to work.
• Rows: Users.
• Columns: Capability, user details such as org structure.

4. Further reading

• Using default roles and reporting from the roles page
• Editing and deleting Competency records
• Using the Competency People menu