Training Matrix and Competence Record Template

Competence is one of the first things an auditor samples, and one of the easiest places to lose track: a matrix that nobody updates, certificates that expired last quarter, training that was delivered but never checked for effect. This kit gives you a checklist to test how competence is managed and the working forms to run it.

What is inside

Competence Management Checklist — 71 checks in eight sections, from defining what each role needs to tracking licences that expire, written as statements you can find evidence for, with Yes / No / N/A boxes.

Training Matrix and Competence Records — six tables: a training matrix, a two-part individual competence record, a training needs analysis form, a training effectiveness evaluation form and a training attendance record.

Both documents as a designed, print-ready PDF and as an editable Word file.

Who it is for

Quality managers, HR and training coordinators, department heads and internal auditors in organisations that run ISO 9001 or another management system standard. Clauses 7.2 Competence and 7.3 Awareness carry the same numbers across standards built on the harmonized structure, so the kit also serves environmental, health and safety and integrated systems.

How to use it

Start with the checklist. Sample a handful of roles and people, including a new starter, a contractor and someone doing licensed or higher-risk work, and follow each one from the role requirement to the record that shows they are competent. Then set up the forms: build the matrix role by role, open a competence record for each person, run the needs analysis once a year and after significant change, and evaluate training once people have had time to apply it.

The forms are starting points. Change the level key, the columns and the wording to suit the way your organisation works, and keep only what you will actually maintain.

ISO 9001 has been under revision. Check whether a newer edition has been published and what transition arrangements apply to you.