Managing Skills and Analyzing Skill Gaps

Steps to manage skills and analyze skill gap
Note: Prior to following the steps below, discover how you can use AI to recommend skills within AlphaLearn LMS.
  1. Check default Skill Rating
  2. Add Skill Sets
  3. Add Skills
  4. Map Skills to Departments and Designations
  5. View Skill Mapping Report
  6. Attach Skills to Courses / Course Assignments / Learning Object Assignments
  7. Enroll Trainees in Courses
  8. Acquiring Skills
  9. Assign Skills
  10. View Skills Achieved Report
  11. Identify Skill Gaps
  12. As a Trainee

As the Administrator

  • Check default Skill Rating – Navigate to Settings → Skill → Skill Rating Tab and review the default Skill Ratings available in the LMS. Customize these ratings to suit your organization’s needs. Feel free to delete or add new ratings as required. Keep in mind that once Skill Ratings are actively used, you won’t be able to add or remove any skill rating. However, you can modify the label of the rating at any time.

  • Add Skill Sets – Navigate to Settings → Skill → Skill Set Tab to add Skill Sets for grouping related skills. You can add Skill Sets manually OR bulk import via CSV.

  • Add Skills – Navigate to Settings → Skill → Skills Tab to add individual Skills that your organization considers essential. You can add Skills manually OR bulk import via CSV.

  • Map Skills to Departments and Designations – Go to Settings → Skill Mapping to map Skills based on your organization’s skill development, upskilling, and reskilling requirements. You can map Skills to specific Departments and Designations along with the required Rating. Skill mapping can also be achieved through CSV import.

  • View Skill Mapping Report – To review the skill mapping, navigate to Reports → Skills → Skill Mapping Tab. Then select the relevant Department and optionally select relevant Designations and Skills if required and click the Submit button.

  • Attach Skills to Courses / Course Assignments / Learning Object Assignments – Associate relevant Skills with new or existing Courses or Assignments within a Course or Learning Object.

    • To attach skills to a course – Go to the relevant course Settings → Advance Settings → Skills → Add Skills. Here you can attach the appropriate Skill(s) and its Rating.
    • To attach skills to an assignment in a course – Go to the relevant assignment in a course → Add/Edit Assignment Settings → Skills → Add Skills. Here you can attach the appropriate Skill(s) and its Rating.
    • To attach skills to an assignment in a learning object – Go to the relevant learning object → Add/Edit Assignment Settings → Skills → Add Skills. Here you can attach the appropriate Skill(s) and its Rating.

  • Enroll Trainees in Courses – Enroll Trainees in Courses / Learning Objects that align with their Skill development needs.

    • Acquiring Skills

  • On Activity Completion – Once an activity (such as a Course, Course Assignment, or Learning Object Assignment) is completed, Trainees will automatically gain the associated skills along with their ratings, provided a skill is attached to the activity.

    • Assign Skills

  • Manually Assign Skills – Go to Users → View Users → Click on the relevant Trainee → Click on the Assign Skills icon on the top right. Add the appropriate Skills and it’s Rating.
  • Bulk Assign Skills – Go to Users -> Import / Bulk Action -> Click Assign Skills. Then click on Download Sample CSV link to download the sample CSV file. Add the relevant details of each Trainee in the CSV such as Email, Skill and Rating. Then click on the Browse button to select the CSV and finally click Import to import the Skills in bulk.

  • View Skills Achieved Report – To assess the skills acquired by Trainees, go to Reports → Skills → Skills Acquired Tab. This report provides a comprehensive overview of each Trainee’s skills and their respective ratings achieved by them.

  • Evaluate Skills Outside LMS – For skills evaluations conducted outside the Learning Management System (LMS), you can update the Rating of a Skill by going to Evaluation → Skill and clicking on Evaluate.

  • Identify Skill Gaps – Once you have followed the above mentioned steps to manage Skills in the LMS, you will be able to identify the skill gaps within your organization, by clicking on Reports → Skills → Skill Gap Analysis Tab. By following the legend at the bottom of the report you will be able to easily visualize the skill gaps.

    • As a Trainee

    Trainees can acquire skills by completing the activities (Courses / Course Assignments / Learning Object Assignments) where skills are attached OR when skills are Manually assigned to the Trainee.

  • View Skills and Ratings – Trainees can view their acquired Skills and their respective ratings in their Achievements section. Trainees will also receive an email notification on achieving a new skill.

  • Skill Rating Update – Trainees receive timely email notifications when their Skill Rating is updated/evaluated.

Note: Skill Evaluation displays the acquired Skills + Rating. If a Trainee had acquired the same Skill with a different rating earlier, then the last achieved rating is displayed.

e.g.: On 1st Jan 2023 John completed a course on Recruitment Management and acquired the Skill: Recruitment with Rating: 2 – Intermediate. In the future if John acquires the same Skill: Recruitment via another course/assignment with Rating: 3 – Advanced, then in Skill Evaluation, you will only see Skill: Recruitment with Rating: 3 – Advanced.