Use the free template
Open the spreadsheet in Excel, Google Sheets or your preferred spreadsheet application. It includes fields for the person, role, requirement, standard, learning status, verification status, evidence reference, reviewer and next action.
Replace the labelled example with your own requirements and use one row per person and requirement. Add your approved status values and review dates. The file is a starting register; it does not calculate readiness or certify competence.
Define the requirement first
Start with a small set of role requirements. Describe each in terms of work a person can demonstrate. Avoid making a course title the definition of a skill.
Record the role, the required standard, acceptable evidence, the reviewer and any review date. This gives each matrix cell an agreed meaning.
Separate status from evidence
Use clear states such as not started, learning, awaiting verification and ready. Where requirements expire, show the review date rather than implying that readiness lasts indefinitely.
A status should lead to its supporting record: an assessment, observation, approved prior-learning decision or other accepted evidence. Missing evidence should remain visible.
Turn gaps into assigned work
For each gap, decide whether the next step is learning, practice or review. Someone who knows the material may need observation rather than another course.
Assign an owner and a date. Review overdue verification separately from overdue learning so managers can resolve their part of the process.
Keep the matrix maintainable
Choose who approves changes to role requirements and how existing evidence is reconsidered. Review the matrix when roles, procedures or operating conditions change.
Begin with one team. If managers cannot explain a status or find its evidence quickly, simplify the definitions before adding more skills.
