The matrix on the wall
Every lab has a training matrix: people down one side, methods along the top, ticks and dates in the boxes. The latest version is on the shared drive, and a printed one is on the wall in the office, usually a few months out of date. Evidence of training, observed runs and assessments sits in each analyst's paper file.
When a supervisor plans the week, they check the matrix to see who can run which method. When a new version of a method is issued, retraining has to be tracked for everyone authorised on the old one. When an assessor asks for evidence for one analyst on one method, the file comes out.
Why the matrix is always behind
- Updating the matrix is a separate job from recording the training.
- Method revisions trigger retraining that is not tracked systematically.
- Reassessment dates are not reminded.
- Evidence sits in paper files, separate from the matrix.
- Nothing stops an unauthorised analyst from being assigned a method in the LIMS.
Staff changes expose it. When a senior analyst leaves, the lab needs to know at once which methods now have too few authorised people, and which trainees are closest to sign-off. A matrix that is months out of date cannot answer that, so supervisors work it out from memory while also covering the gap.
What it costs
Supervisors plan work with unreliable information. New starters wait longer than necessary to be signed off because the process is not tracked. After a method revision, it is easy for someone to run the new version before being retrained. Assessors find gaps that were really record-keeping problems.
| Question | Spreadsheet matrix | Competence register |
|---|---|---|
| Who can run this method? | Check the matrix, hope it is current | Live list from recorded authorisations |
| What evidence supports it? | Paper file | Attached to the authorisation |
| Who needs retraining after a revision? | Worked out by hand | Listed automatically |
| Who is due reassessment? | Not tracked | Reminders to supervisors |
| Can the LIMS check this? | No | Authorised analysts shared with the LIMS where it supports it |
How we build it
- Each method, with its version, is recorded with the training steps your procedures require, such as reading, observed runs and an assessment.
- Each analyst's progress is recorded step by step, with evidence attached, and signed off by a supervisor.
- Authorisations have review dates. Supervisors are reminded when reassessment is due.
- When a method is revised, everyone authorised on the old version is listed for retraining, and the new version authorisation is tracked.
- A live matrix view replaces the wall chart.
- Where your LIMS or rota tool can use it, the list of authorised analysts per method is shared so work can only be assigned to authorised people.
The register records what supervisors decide. It does not assess competence itself.
What changes
Supervisors plan from an up-to-date view. New starters see their own progress towards sign-off. Method revisions trigger retraining automatically. Evidence for any authorisation is a click away when an assessor asks.
Rota planning improves as a side effect. When the list of authorised analysts per method is current, supervisors can see where cover is thin before holidays are booked, and plan training to widen it.
Does your training matrix look like this?
- The training matrix is a spreadsheet or wall chart.
- Training evidence is kept in paper files.
- Retraining after method revisions is tracked by hand.
- Reassessment dates are not reminded.
- The LIMS does not know who is authorised for what.