Track Employee Skills, Search for Needed Resources, Gap Reporting, Succession Planning, Email Notifications, more!
I need a person that has Project Management skills, can handle budget preparation, and who has excellent people skills. We have hundreds of employees… how can I find this person? Sound familiar? You need help!
TrackStar Skills Tracker is a comprehensive and affordable system for managing and tracking employee skills and job requirements. Using TrackStar, managing skills is fast, easy and accurate. The system is 100% web based, and can be deployed as an in-house solution, or hosted by Internal Systems (SaaS). Either way, all you need is a browser to run the software!
You will use the Skills Tracking Software to create a master list of skills that are meaningful to your company. You also define standard skill levels and categories that are used throughout the system. Once built, employees use the system to assess their skills against the master list. Managers use the system to review skills submissions, and to make adjustments where necessary. Managers also have the ability to specify a required skill level when doing approvals. For example, an employee might rate himself as being proficient at “negotiating”, and the manager might agree with that assessment. But, the manager might also specify that the employee needs to be an expert, thereby defining a skill gap. Gap reports are useful for training, employee development, and other purposes.
Once skills have been entered and approved, the skills database is used in multiple ways. The system includes skills search and compare tools that are used by both employees and managers. Complex searches can be named and saved for future use, and workflow tools facilitate requesting of resources outside your domain.
The reporting system provides numerous reports, which are useful to management in performing employee assessments, determining training needs, succession planning etc. While many common reports are provided, TrackStar has a built-in report writer that used to develop custom reports should you need them.
In addition to managing skills, the software also tracks and manages job profiles. For example, you can define standard jobs, and then identify skill levels required to qualify. Employees can test their skills against standard jobs, to see what they are qualified for, and to identify areas for development when deficiencies exist. The system also helps you to identify job requirements enterprise wide, which is very useful when budgeting, or planning for training and HR development. This unique set of capabilities can enhance any large organization’s ability to understand, develop and utilize their workforce!
The Skills Tracking software can be configured for online or offline licenses. Offline licenses can be used to capture skill information from contractors, candidates, or employees who do not need full online access. Configuring a mixture of online and offline licenses can make your TrackStar system very affordable for large numbers of people being tracked. Click Offline Licenses for additional details.
TrackStar Skills Tracker can be a standalone solution, or can be integrated into a more robust Training, PTO, Time, Expense and Project Tracking system. ISC makes it easy to add additional modules or users later. A link at the bottom of this page will take you to other product description pages.
The sections that follow describe features of TrackStar Skills Tracking software, and show sample screens to help you understand its’ capabilities.
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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 is helpful 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 assists 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 helps you 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”. You can generate simple or very complex queries, including availability searches. 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.
A workflow is included to request 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 Comparison 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.
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.
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.
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. A scheduling tool is also included that is used to schedule 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.
|Department Maintenance||Define your company’s organizational structure.|
|Employee Maintenance||Enter and maintain the employees who use the software.|
|Group Maintenance||Create groups of departments for approvals and reporting.|
|Job Maintenance||Maintain job descriptions and related skills requirements.|
|Report Maintenance||Create custom reports.|
|Schedule Maintenance||Setup jobs to run at preset intervals.|
|Security Maintenance||Define employee access to system functions.|
|Skills Maintenance||Maintain the master skills database.|
|System Preferences Maintenance||Setup operational preferences.|
|User Field Maintenance||Define custom fields to extend TrackStar.|
|User Code Maintenance||Enter coded fields for choice lists.|
ISC provides world-class support for its software. When you have a question or problem, our staff provides the answers you need, when you need them.
For ASP customers, the support fees are built-in to the monthly fee. This includes updates, phone support, and periodic enhancements. For in-house customers, our support plan is required in the first year and optional thereafter.
|ASP Support – Included with ASP plan.|
|Annual Support – Offered to in-house customers.|
|Per-Incident Support – Provides support on a per-call basis.|
|Training Services – Administrative training for TrackStar.|
Skills Software Attributes
- 100% web based software.
- Available as an in-house solution or as an ASP service.
- Scalable from a few users to thousands of users.
- Highly customizable through preference settings.
- Point-and-click interface makes learning easy.
- Comprehensive, affordable solution.
- Simple implementation, virtually maintenance free.
Skills Software Features
- Provides a facility for entering and maintaining your skills database.
- Provides for customized skill lists for employees.
- Provides for user defined skill levels that can be different for each skill.
- Supports entry of skill ratings by employees.
- Provides managers with approval/override capabilities.
- Provides tool for uploading and maintaining employee resumes.
- Supports definition and maintenance of standard job profiles and related skill requirements.
- Supports user defined levels and categories.
- Provides a multi-level skills search capability.
- Provides ability to search employee resumes for key words or phrases.
- Provides ability to search based on scheduled availability of employees.
- Provides comparison tools for jobs and employees.
- Provides Gap Reporting.
- Provides workflow for requesting resources, communicating changes, and requesting skills.
- Provides numerous built-in reports, and includes a report writer used to generate your own custom reports.
- Provides a full suite of administration tools for system setup and ongoing maintenance.
- Supports data extract in popular formats for interfacing with other systems.
- Interfaces with your email system to notify managers and employees of requests and approvals.
Features Common to all TrackStar Modules
- Ability to automatically synchronize employee information with external systems.
- Ability to link to Active Directory for single logon (Hosted & In-house).
- Supports multiple cultures.
- Supports multiple web browsers.
- TrackStar is built using the latest Microsoft .Net technology. For in-house installs, it requires a Windows based server, with IIS and SQL Server. For ASP installs, the only thing required is a browser!
- Provides managers with an understanding of their workforce capabilities and talents.
- Assists with employee evaluations and ratings.
- Helps employees identify skills needed for development.
- Provides valuable information for training and HR administration.
- 100% web based. Nothing to install or purchase. Just load and go!
- Skills Tracker ASP is installed in ISC’s datacenter (SaaS). You simply access the system from your browser, using a URL that has been registered for you. You pay a monthly ASP fee that includes support.
- Skills Tracker In-House is installed in your offices. You pay a one-time license fee, plus an annual maintenance fee (required in the first year, optional thereafter).
Skills Tracker Pricing
TrackStar Skills Tracker is priced on a per Active user basis. An active user is one who has been entered in to the application and has the ability to log on. Employees who terminate can be marked inactive, and no longer consume one of your licenses.
A small number of administrative licenses are needed to perform setup and maintenance. Admin licenses are priced separately from Skills Tracker licenses.
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- Prices based on 12 month committment term.
- Setup fees start at $250.
- Multiple training options are also provided.
- All prices are subject to change without notice. Please ask for a quote on your specific configuration.
- In-house price includes first year annual support.