Employee Matrix Report

As a supervisor, you can use the employee matrix report typically for succession planning and/or performance reviews to rank and stack employees in a nine-box grid based on two different employee measures. For example, you may compare employee performance rating vs their potential rating or compare their cumulative competency gap rating vs their tenure in the organization, etc. The employee matrix gives you a graphical representation of the employees' ranking relative to their peers. While nine-box is the conventional reference used for this matrix, the actual generated report may have a different number of cells.

It is important to note that you MUST have a reporting group defined for the associated rating scale to use in the employee matrix. The reporting group for each rating scale is defined by the learning administrator. Read more about Rating Scales and Reporting Groups.

The system generates the default nine-box report based on the most recent performance rating and most recent potential rating of your direct reports that were rated using the same rating scale. The values for the rows and columns are determined by the rating groups for the performance reviews being used. If some of your direct reports were rated using a different rating scale, or have not yet been reviewed, they will appear in the Employees Not Shown table below the nine-box grid with explanation as to why the employees do not appear in the related nine-box grid.  

The Default Measures for the Employee Matrix

The measures displayed by the employee matrix are configurable and can be modified in a number of ways. The system will remember the latest setting of the matrix for future use EXCEPT that the system will always revert to populating the grid with employees who are your direct reports. By default, the base row of the employee matrix is set to performance rating based on the most recent performance review of the associated employees, and the base column is set to  potential rating that is derived from the most recent potential rating provided by the supervisor.

 

Employee Matrix Grid

Employee grid will show with the highest qualified box in the top right-most corner. For each of the measures used in the employee matrix, the system lists additional details in a table below the Employee Not Shown table. Below is a description of the details for each measure.

Measure

Description

Grid

Competency Profile

This is a grouping of related competencies that are associated with a job position to help you manage the consistent assignment of competencies to employees with similar responsibilities.  

If you are using the same rating scale, the average competency rating is derived from the overall average ratings by all reviewers for ALL the  competencies that are associated with the selected competency profile. Otherwise,  the system uses the most common rating scale and employee matrix intervals  and labels will be based on the reporting group of the most common rating scale.

  • Your highest rated employees are listed in the top right-most cell in the grid.

  • The Employees Not Shown table will have employees that do not have this  Competency Profile assigned to them.

Performance Rating

This is the ‘Overall Supervisor Rating’ for the selected performance review process of the Subordinate. Default labels are based on the default reporting group

  • Your highest rated employees are listed in the top right-most cell in the grid.

  • The Employees Not Shown table will have:  

  • Employees that do not have a Performance Rating

  • Employees that have not been rated using the same Performance Rating scale.

Potential Rating

This is derived from the ‘potential rating’ given by the employee's supervisor for the selected performance review process. Default labels will be according to the associated default reporting group.

  • Your highest rated employees are listed in the top right-most cell in the grid.

  • The Employees Not Shown table will have:

  • Employees that do not have a Potential Rating

  • Employees that have not been rated using the same Potential Rating scale.

Cumulative Competency Gap

This measures the gap between employee competency rating vs the required competency rating for the competencies assigned to the employee. Thus if required rating is ‘4’ and employee rating is ‘3’, then the Gap is 1/4 which the system displays in percentage as 25%.

 

  • Your highest rated employees are listed in the top right-most cell in the grid.

  • The Employees Not Shown table will display Employees that have not been assigned any competencies.

Tenure

This is the length of time the employee has been with the organization. It is typically derived from the date of employment.

  • The employees with the longest tenure are listed in the top cell in the grid.

  • The Employees Not Shown table will display employees whose hire dates are unknown.

Total # of Completed Curricula

This is the number of curricula that have been completed by the employee.

  • Your employees with the most curricula with a "complete" status are listed in the top right-most cell in the grid.

 

 

 

Employee Information Details

For each of the measures listed above, the system shows the details of the measures you choose. There are six specific measures that are displayed in details based on how you configure the matrix and run the report.

Performance Rating Details

For each employee listed the following information will be displayed. You may sort the list.

Employee: The name of the corresponding individual employee.

Supervisor Rating: This is the Overall score that the Supervisor gives to the employee. On the Overall Score tab, it is the ‘My Rating’ field for the supervisor

Employee Self Rating: This is the overall score that the employee gives him/her self. On the Overall Score tab, it is the 'Employee Rating’ field.

Average Goal Rating:  On the Overall Score tab, the ‘Goal Average Rating’ field. Average Supervisor rating for goals on the selected performance review

Average Competency Rating: Average rating of competencies assessed on the review. If all competencies are not rated using the same rating scale, then the system does not display a value. This is the Average Supervisor rating for competencies evaluated on the selected performance review

Potential Rating Details

For each employee listed the following information will be displayed. You cannot sort the list.

Employee: The name of the corresponding individual employee.

Potential Rating: This is the potential rating of the employee as assessed by the Supervisor for the selected performance Review Process.

Job Position: These are positions that have been identified as future positions for the individual employee either via Career Planning or Succession Planning. These job positions appear on the Promotion Readiness tab of the Performance Review.  

Source: The source indicates where the potential rating comes from. The ‘Source’ field can come from either the employee's Career Plan or the employee's Succession Plan.

Readiness Rating: Readiness rating is a rating assessed by the supervisor for a specific Job Position for the corresponding employee.

Cumulative Competency Gap Details

Employee Name: The name of the employee that has the corresponding cumulative competency gap.

Cumulative Competency Gap: Based on competencies that have been assigned to an employee, the gap is calculated as a percentage value and it describes the gap between the required level of competence for each competency and their actual assessed level.

Competency Profile Details

Employee Name: The name of the individual employee that is assessed for the associated competency profile.

Average Competency Rating: Average competency rating is the  overall average rating for all competencies in a given competency profile by all reviewers if you have the same rating scale. However, if all competencies were not rated on the same rating scale, then the system will calculate the Average Competency Rating as shown in this example:

For each Competency in the profile:

Tenure Details

Tenure is the length of time the employee has been with the organization. It is derived from the date of employment. The Tenure Detail table will display the following employee information:

Total # (number of) Curricula Completed Details

Employee Name: The name of the corresponding employee.

Number Completed: The number of curricula that have been completed by the associated employee.

For each employee listed, the system displays the list of completed curricula, the date the curriculum the employee completed the curriculum, and the date the curriculum is set to expire.

 

Running the Employee Matrix

The employee matrix is generated in few simple steps. See the default settings of the report before modifying the measures. By default, the matrix displays Totals, Labels, and Ranges. Use the respective checkboxes to at the top of the page to toggle them off and on.

  1. Select one of six measures from the Base Row On drop-down menu on the left hand side of the page for the (X - Axis) of the grid,

  2. Indicate how you want to show the grouping of the selected measure. You can use the default grouping or select the Custom Show Grouping As radio button and modify the Range and Reporting Group Labels for each measure,

  3. Repeat steps 1 through 3 for the (Y- Axis) on the right hand side of the page.

  4. Click Calculate.

If you have other supervisors as subordinates, you may select one of the supervisors and run a report of their direct reports or subordinates as well. By default the matrix is populated by your direct reports. To run the report for all your subordinates, simply select the View All Subordinates radio button.

Please note that you CANNOT select the same measure on both axes X and Y of the employee matrix.