Enterprise web based Skills Tracking solutions.

Getting Started

You access TrackStar by clicking on a browser link. The system provides multiple levels of security and encryption, so your data is safe and secure.
 
Each employee logs on to TrackStar using their unique ID and password. Once signed on, a menu system is presented that reflects the capabilities that have been granted each user. Though simple to use, multiple levels of help are provided to assist users if needed.

Creating the Skills Database

Every organization has skills that are unique to its business. TrackStar provides a maintenance tool that facilitates import, entry and editing of the skills database. You can define as few or as many skills as needed.  Each skill can include a detailed description, which might contain information pertaining to the levels. For example, the description field might be used to define “what is an expert”, versus “what is proficient”.  The system also provides tools to define skill categories, such as “Technical” or “Administrative”. These categories are used throughout to simplify assessments and approvals.

Defining Skill Levels

The system administrator will setup skill levels that are used during assessment.  Skill levels are used by employees to describe their level of proficiency at each skill defined.  The value field is used to assign a numeric value to each level, which is used for comparisons and analysis.

When defining skill levels, it is possible to group levels into sets that can then be used in Skills Maintenance to specify which levels are used with which skill. One skill might use "Expert" and "Proficient", while another might use "Yes" and "No".

Defining Skill Lists

Skill Lists can be created making a named subset of the master skills list.  Once a subset has been created, the list can be assigned to one or more employees.  This allows you to tailor the skills that each employee sees.  For example, the "IT List" might contain skills that pertain to Information Systems professionals, while the "Production List" might contain skills for warehouse people.   When employees perform assessments, they only see skills relevant to them.

Creating the Job Database

TrackStar includes a job tracking facility as part of the Skills Tracking module.  You use the system to define jobs, which may mimic the job classifications or positions used by your organization.

Each job contains a detailed description, various category and filing codes, and a skills profile.  The administrator (or an HR manager) would typically enter a job profile, and then associate skills and levels.

Performing a Skills Assessment

Employees perform a periodic assessment of their skills, by simply reviewing the skills list and choosing their proficiency level for each one.  Once a skills “sheet” has been completed by an employee, it can be submitted to a manager for approval.

Skills are organized into categories to make assessments fast and easy.  You can update previous sheets with only ratings that have changes.  Assessments can be done in minutes!

Requesting New Skills

When performing assessments, employees sometimes discover that a skill that they think should be in the database is not there.  A workflow is provided so that employees can request a skill be added.  Clicking the Request New Skill link creates an email request that will be sent to the system administrator.  The email is pre-filled with employee information to help the administrator evaluate the request.

Uploading your Resume

The skills database can also be used to store employee resumes.  When stored, managers can search resumes for key words or phrases when looking for a given set of skills.  The system can be configured to allow employees to upload their own resume from a local file.  Once stored, the resume can be edited, viewed and searched.  Employees can also be granted the ability to upload their picture which can be used to identify employees when doing searches.

Approving Skills Sheets

Managers are automatically notified through email when skill sheets are submitted, which indicates the need to log on and perform approvals. Managers performing approvals have the option to override employee assessments. For example, if the employee entered “Expert” as a level for a skill, the manager could override this selection and set the approved level to “Proficient”. Reports and queries in the system are based upon the approved levels.

Skill Sheet Changes

When performing approvals, managers have the option to override skill levels entered by employees.  A workflow is provided to assist in communicating these changes to the employee. Clicking the Send Override Email link opens an email form that lists the skills that were changed.  The manager can then type in the reasons for the changes, and click Send to complete the process.

Searching for Skills

An employee search tool is provided to find people with needed skills or other attributes. For example, you could search for employees that are “Proficient” in “Project Management”, and “Expert” in “Customer Communications”, and work in "New York". The tool can be used to generate simple or very complex queries. You may also include department and location values into queries, to make your searches location dependent.
In addition to structured queries, you can also search employee resumes for key words or phrases.  User defined fields can be added to the skills database, and can be searched as well.

Viewing Employee or Manager Information

Once a search has been done, you can view information about the employee or the employee's manager with a simple click.  The detail view shows relevant information about the employee or manager, and includes a picture if one is available.

Requesting Resources

A workflow is provided to facilitate requesting of resources through the Skills Tracking system.  After performing a search, clicking the Request Resource link generates an email window with the pertinent information pre-filled.  You simply complete the email, and click Send to make the resource request.
This workflow helps managers request the resources of other managers in the skills system.

Comparing Skills to Jobs

The Skills Comparision tool is an option that can be enabled by the System Administrator.

Employees use the compare tool to compare their current skills to job requirements. They can determine if they are qualified for different jobs, and see any skill deficiencies they may have.

Employee Skills Comparison

Managers have access to the employee compare tool.  They can compare any employee to any other employee or job.  Using filters, the manager can quickly see where levels are different or deficient.  This tool can assist managers when doing employee evaluations, or employee development planning.

Skill Dashboard

A Skill Dashboard tool is provided that allows the operator to view statistics about any skill.  Once a skill is selected, a database analysis is performed and statistics are shown.  You can obtain lists of people, jobs and  locations.  It complements the Skills Search tool described previously.

Job Requirements

The Job Requirements tool is used to specify how many of each type of job are needed by department. When you select a department, the form allows for entry of the number of positions needed.  You can enter the current count, a minimum count, and a future count which usually refers to the next planning period.  The summary view (shown) shows the company wide totals.  This information feeds the reporting system, and is used to determine skills and job needs enterprise wide.

Email Notifications

TrackStar integrates with your existing email system to keep managers and employees informed.  Whenever approvals are pending, managers receive email messages indicating there are assessments  for them to review.  This feature keeps managers aware of assessments needing their attention, and helps keep data up to date and accurate.  Flooded with emails?  Don’t worry.  This is a configurable feature.

Reporting - Skills Matrix

Numerous reports are included in the Skills Tracking module to analyze and use skills information.  All reports are exportable to Excel, where they can be further manipulated, distributed, or archived.  Reports can also be scheduled to run on planned intervals, and are delivered via email to specified recipients.

Reporting - Skills Summary

This report shows the skill levels for each skill.  A column is included for each level defined, and the number of people with the corresponding rating displayed.  Use this report to view your overall competency for each skill defined in the system.

Administration Tools

TrackStar includes a robust set of administration tools to help you configure and tailor the system.  You use the admin tools to load and maintain employee, department, skill, and various other data tables in the system.  It also includes a scheduling tool that can be used to generate background jobs or tasks, such as data extracts and reports.  For example, you can setup a job to email a reminder to employees who haven't updated their skills in the last month.

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