Map roles and tasks
For each role, list the relevant activity, responsibility, site and shift. Identify the requirement or evidence gap that prompted training. A job title alone may not describe a person’s duties across several locations.
Illustrative matrix row
A supervisor helps review task assessments but has no clear record of the relevant training. Record that role, the activity, existing evidence and the question to discuss with the provider. HIRA may be a course to investigate, but suitability and the exact programme must still be confirmed.
Separate training from appointment and competence decisions
Attendance, assessment results, a certificate and an employer’s role allocation are different records. Keep the exact course title, provider, completion evidence and any confirmed review requirement. Do not infer that a generic attendance entry proves competence for every related task.
Use the matrix for a booking brief
Group confirmed needs into feasible cohorts, considering shifts and operational cover. Record unresolved course requirements before requesting a quotation. After training, update the evidence and plan workplace follow-up rather than merely changing a cell to green.
Compare the evidence
| Role/task | Existing evidence | Question | Next action |
|---|---|---|---|
| Supervisor / task review | Course record not located | Which learning requirement applies? | Confirm evidence and discuss HIRA scope |
| Employee / emergency role | Exact course title available | Does it meet the intended role? | Verify scope and workplace arrangements |