This article explains how the Training Matrix Report works within the Training Needs Analysis (TNA) module in Assure. It covers how to generate the report, how compliance is determined for each employee and course, and how the colour-coded grid reflects current training status. The article also explains how the report handles courses that are renewed or updated periodically, including the use of the Replace and Update function and the behaviour of duplicate course records within a TNA record.
Key point: The Training Matrix Report always displays the Required By Date in each cell, not the "Completed On" date. A course marked as Optional/Not Required always displays with a grey background, regardless of any other status or date.
Prerequisites
- Access to Modules > People > Training Needs Analysis in Assure
- The Report Queue feature must be enabled on the Assure instance to download the report in PDF, Word, or Excel formal
The user must have the View Reports Role Permission for the People and Training module
Module Scope
This article is scoped to the People and Training module in Assure. The Training Matrix Report draws data from Training Needs Analysis (TNA) records and their associated Training Records. No cross-module configuration is required to generate the report.
Generating the Training Matrix Report
1. Navigate to Modules > People > Training Needs Analysis.
2. At the top of the Browse Page/List View navigate to the Reports button. Click Reports and select Training Matrix Report from the list of Standard Reports.
3. Under the Training Matrix Report options, select the field by which to break down the report (for example, Org Unit (Organisational Unit)).
4. Select Queue report to download as and then select the required file format (for example, PDF, Excel, or Word).
5. The report is added to the Report Queue (the background processing queue for downloadable reports in Assure). The user receives an in-system notification when the report is ready.
6. Access the completed report by clicking the Reports button in the left-hand side menu to open the Report Queue.
Note: A course marked as Optional/Not Required always displays with a grey background in the Training Matrix Report, regardless of status or date.
Colour Coding and Compliance Logic
The Training Matrix Report uses a colour-coded grid to indicate each employee's compliance status for every course in their TNA (Training Needs Analysis) record. Compliance is determined by the Required By Date (the due date for a course) and the Training Record status.
Colour Key
| Colour | Status | Condition |
|---|---|---|
| Green | Compliant | Required By Date is more than 90 days in the future; or the course status is Completed |
| Yellow | Due Soon (still compliant) | Required By Date falls within the next 90 days and the course is not yet completed |
| Red | Non-Compliant | Required By Date has passed and the course is not completed; or Required By Date is blank and the course status is not Completed |
| Grey | Optional/Not Required | The course is marked as Optional/Not Required |
Important: The Required By field is not mandatory. If the Required By Date is left blank and the course status is not Completed, the employee is treated as non-compliant in the Training Matrix Report.
Important: The cell always displays the Required By Date, not the "Completed On" date.
Simple Example: Single Course Compliance
Scenario 1: Compliant (Green)
An employee is required to complete a course. The Required By Date is more than 90 days in the future. The employee is considered compliant. The Training Matrix Report displays the relevant cell with a green background and shows the Required By Date.
Scenario 2: Due Soon (Yellow)
The Required By Date is updated to fall within the next 90 days. The employee is still compliant, but the Training Matrix Report indicates that the course must be attended soon. The cell displays a yellow background with the Required By Date.
Scenario 3: Non-Compliant (Red)
The Required By Date has passed and the course has not been completed. The employee is non-compliant. The cell displays a red background with the Required By Date. This applies even if the status is set to In Progress rather than Completed.
Compliance is based on the Required By Date unless the course status is Completed.
Scenario 4: Completed (Green regardless of date)
Once a course is marked as Completed, the employee is considered compliant regardless of the Required By Date. The Training Matrix Report displays the cell with a green background and shows the Required By Date.
Compliance Logic Diagram
The following rules determine the colour and compliance status for each cell in the Training Matrix Report:
- Status = Completed → Green (compliant), regardless of Required By Date
- Required By Date is blank AND status is not Completed → Red (non-compliant)
- Required By Date is in the past AND status is not Completed → Red (non-compliant)
- Required By Date is within the next 90 days AND status is not Completed → Yellow (due soon, still compliant)
- Required By Date is more than 90 days away AND status is not Completed → Green (compliant)
- Status = Optional/Not Required → Grey
Courses That Are Renewed or Updated Periodically
For some roles, qualifications must be renewed or refreshed at regular intervals. In these cases, a TNA record may contain multiple course entries for the same course name.
Multiple Courses in the Same TNA Record
When a TNA record contains more than one course (for example, an initial course and a renewal course), the Training Matrix Report displays each course as a separate column in the grid. The same colour coding rules apply to each course entry.
When all courses within the TNA record are marked as Completed, the TNA record itself is also marked as Completed.
Renewing a Completed Course: Replace and Update
When an employee must complete a course again at a future date, use the Replace and Update function. This creates a new Training Record based on the existing completed record, with the Required By Date cleared and the status reset to Not Started. The existing completed Training Record is removed from the active TNA record, but it is not deleted from the system. The historical record remains accessible via Modules > People > Training Records for audit and reporting purposes.
After using Replace and Update, the Training Matrix Report applies the same colour coding rules to the new Training Record, based on the new Required By Date set by the Administrator or Training Manager.
For training that recurs at a regular interval, the Recurring Training configuration is the recommended approach, as it automates renewal without requiring manual Replace and Update. See the article Training Needs Analysis Renewable Training Requirements - Replace and Update for full guidance.
Keeping a Full History: Manually Adding a New Course
As an alternative to Replace and Update, an Administrator may manually add the renewed course directly to the TNA record, rather than replacing the existing one. This results in the TNA record appearing to contain duplicate courses for the same subject.
How Assure determines compliance when duplicates exist:
When multiple course entries for the same course exist in a TNA record, Assure uses the last record entered to calculate compliance. The earlier completed record is retained in the TNA record but does not affect the compliance calculation.
Example:
An employee completed a course in November 2022. A more recent record for the same course exists with a Required By Date of 31 January 2023, a status of Not Started, and the report is run on 7 October 2022. Because 7 October 2022 is before 31 January 2023, the course is more than 90 days away and the employee is shown as compliant (green) with the Required By Date of 31 January 2023 displayed in the cell.
Notes and Warnings
- The Required By field is not system mandatory but highly recommend - if left blank and the course status is not Completed, the employee is treated as non-compliant.
- The Training Matrix Report always displays the Required By Date in each cell, not the "Completed On" date.
- When using Replace and Update, the existing Training Record is removed from the active TNA record but is not deleted. It can be viewed in the Training Records module.
If a TNA record contains apparent duplicate courses (added manually rather than via Replace and Update), Assure uses the last record entered for compliance calculation.
AI Metadata
Product Area: Assure, People and Training module, Training Needs Analysis, Training Records, Reports
User Role: Training Manager, HR Administrator, Assure Administrator, System Administrator
Tags: Training Matrix Report, TNA, Training Needs Analysis, colour coding, compliance, Required By Date, Training Records, Report Queue, Replace and Update, People and Training, Org Unit, green yellow red grey, course renewal, duplicate courses
Version/Region: All Assure versions; all regions
Important Synonyms:
- Training Needs Analysis = TNA = training requirement record
- Required By Date = due date = renewal date
- Training Record = course record = training history
- Person Register = People Register = Person Record
- Org Unit = Organisational Unit
- Replace and Update = renew training = refresh training
- Report Queue = report download queue = background report processing
- Optional/Not Required = excluded from compliance = grey cell
- People and Training module = People module
- TNA Template = Qualification = Job Role Template
Suggested Embedding Keywords: Training Matrix Report Assure, TNA report colour coding, green yellow red compliance Assure, Required By Date training compliance, generate Training Matrix Report, Report Queue Assure training, Replace and Update TNA, duplicate courses TNA compliance, Training Needs Analysis report Assure, course compliance status Assure, grey cell Optional Not Required training
Relevant Modules and Cross-Module Implications: This article is scoped to the People and Training module in Assure, specifically the Training Needs Analysis and Training Records sub-areas. The Training Matrix Report draws data from TNA records and their associated Training Records. The completed report is accessed via the Report Queue, which is a system-wide feature applicable across all Assure modules. If Evotix Learn is integrated with Assure, Training Records linked to Learn Missions will reflect completion updates from Learn in real time, which will be reflected in the Training Matrix Report.