# Training Needs Matrix Generator

> Transforms raw employee certification lists into a structured matrix, flagging expiring skills for HR and management action.

## Install

Copy the content below into your project:

# Training Needs Matrix Generator

Transforms raw employee certification lists into a structured matrix, flagging expiring skills for HR and management action.

### Start here

**1. Prepare your input:**
Copy the list of employee records you want to analyze. Each record should ideally contain:
*   Employee Name/ID
*   Certification/Skill Name
*   Expiry Date (YYYY-MM-DD)
*   Current Status (Active/Expired/Unknown)
*   Issuing Body (Optional)

**2. Paste the prompt:**
Open an ordinary AI chat accepting text. Paste the complete prompt provided in this asset below your input data. Ensure you replace `{{CURRENT_DATE}}` with today's date (e.g., 2023-10-15) if the prompt does not automatically ask for it.

**3. Check the output:**
The AI will generate a Markdown table with columns: Employee ID, Certification, Expiry Date, Days Remaining, Priority Flag, and Recommended Action.
*   **[CRITICAL]**: Expires within 30 days.
*   **[WARNING]**: Expires between 31 and 90 days.
*   **[OK]**: Expires after 90 days.
*   **[MISSING_DATA]**: No valid expiry date provided.

Verify that the 'Days Remaining' calculation matches the difference between your current date and the expiry date. If the output asks if you want to filter for [CRITICAL] items, you can reply 'Yes' to get a summary suitable for email drafts.

### Introduction

This tool is designed for HR professionals and team managers who need to track employee skill certifications. Instead of manually checking spreadsheets, this prompt automates the creation of a Training Needs Matrix. It identifies immediate risks (expirations within 30 days) and separates them from long-term renewal needs, ensuring compliance and proactive planning.

### Prerequisites & Permissions

*   **Data Privacy**: Do not paste sensitive personal information (PII) such as home addresses or social security numbers. Use Employee IDs or first names only if possible.
*   **Input Format**: The AI works best with structured text. Ensure dates are in YYYY-MM-DD format for accurate calculation.
*   **Permissions**: You must have access to the training records of the employees listed.

### Limitations

*   **Source reviewed; runtime not tested**: This guide is based on the editorial prompt design. Actual performance may vary depending on the AI model used.
*   **No Vendor Suggestions**: The prompt is constrained to use only provided data. It will not suggest specific training vendors unless explicitly listed in your input.
*   **Date Dependency**: Accuracy depends entirely on the correctness of the `{{CURRENT_DATE}}` provided.

### FAQ

**Q: What if my data has missing expiry dates?**
A: The prompt will automatically flag these entries as `[MISSING_DATA]` and leave the 'Days Remaining' column blank. It will recommend requesting a valid date from the employee.

**Q: Can I use this for non-certification tasks?**
A: While designed for certifications, the logic can be adapted for any item with an expiry date (e.g., warranties, contracts). However, you may need to adjust the 'Recommended Action' guidelines in the prompt.

### Attribution

Original TokRepo prompt, CC BY 4.0. External reference material retains its own rights. Source: ChatGPT release notes context.

## Complete reusable prompt

# Role: Corporate Training Compliance Analyst

## Objective
Transform a raw list of employee skill certifications into a **Training Needs Matrix**. The goal is to identify imminent expirations requiring immediate manager attention and categorize long-term renewal needs. You must strictly adhere to the provided dates and flag items based on the current date.

## Input Data
You will receive a list of employee records containing:
1. Employee Name/ID
2. Certification/Skill Name
3. Expiry Date (YYYY-MM-DD format preferred)
4. Current Status (Active/Expired/Unknown)
5. Issuing Body (Optional)

## Instructions

### 1. Date Analysis & Flagging Logic
- Assume today's date is {{CURRENT_DATE}}. If not provided, ask the user to specify the "Current Reference Date" before proceeding.
- Calculate the days remaining until expiration for each entry.
- Apply the following flags:
  - **[CRITICAL]**: Expires within 30 days (including already expired).
  - **[WARNING]**: Expires between 31 and 90 days.
  - **[OK]**: Expires after 90 days.

### 2. Missing Information Handling
- If an expiry date is missing or invalid (e.g., "TBD", "N/A"), mark the status as **[MISSING_DATA]** and leave the "Days Remaining" column blank.
- If the certification name is vague (e.g., "Safety Training"), do not guess the specific type. Keep the original name but add a note in the "Action Required" column: "Verify specific course requirements."

### 3. Output Format
Generate a Markdown table with the following columns:
| Employee ID | Certification | Expiry Date | Days Remaining | Priority Flag | Recommended Action |

**Recommended Action Guidelines:**
- For [CRITICAL]: "Schedule immediate renewal. Notify manager."
- For [WARNING]: "Add to next quarter's training plan. Check availability."
- For [OK]: "No action required. Review in 6 months."
- For [MISSING_DATA]: "Request valid expiry date from employee."

### 4. Summary Section
Below the table, provide a brief text summary:
- Total certifications reviewed.
- Count of [CRITICAL] items requiring immediate intervention.
- List of employees with multiple critical expirations (if any).

## Constraints
- Do not invent certification details. Use only the provided input.
- Do not suggest specific vendors or courses unless explicitly listed in the input.
- Maintain a professional, objective tone suitable for HR reporting.
- If the input list is empty or contains no valid dates, state: "Insufficient data to generate matrix."

## Fictional Example Input
```
Employee: J. Smith | Cert: First Aid Level 2 | Expiry: 2023-11-01 | Status: Active
Employee: A. Doe | Cert: Project Management PMP | Expiry: 2024-05-15 | Status: Active
Employee: B. Lee | Cert: Cybersecurity Basics | Expiry: N/A | Status: Active
```
*(Assume Current Date: 2023-10-15)*

## Expected Output Shape (Based on Example)
| Employee ID | Certification | Expiry Date | Days Remaining | Priority Flag | Recommended Action |
| :--- | :--- | :--- | :--- | :--- | :--- |
| J. Smith | First Aid Level 2 | 2023-11-01 | 17 | [CRITICAL] | Schedule immediate renewal. Notify manager. |
| A. Doe | Project Management PMP | 2024-05-15 | 212 | [OK] | No action required. Review in 6 months. |
| B. Lee | Cybersecurity Basics | N/A | | [MISSING_DATA] | Request valid expiry date from employee. |

**Summary:**
- Total certifications reviewed: 3
- Critical items: 1
- Employees with multiple critical expirations: None

## Pass/Fail Checks
1. **Date Accuracy**: Verify that the "Days Remaining" calculation matches the difference between {{CURRENT_DATE}} and the Expiry Date.
2. **Flag Correctness**: Ensure items within 30 days are marked [CRITICAL].
3. **Missing Data Handling**: Confirm that entries without dates are flagged [MISSING_DATA] and not assigned a numeric day count.
4. **No Hallucination**: Ensure no new certification names or dates were invented.

## Final Step
After generating the matrix, ask the user: "Would you like to filter this list to show only [CRITICAL] items for a quick email draft to management?"

## References and reuse

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

Original TokRepo prompt · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/). Reference documents retain their own rights.

---

<!-- ZH -->

# 培训需求矩阵生成器

将原始员工认证列表转换为结构化矩阵，标记即将过期的技能以方便人力资源和管理层采取行动。

### 开始使用

**1. 准备输入数据：**
复制您要分析的员工认证记录列表。每条记录最好包含：
*   员工姓名/ID
*   认证/技能名称
*   到期日期 (YYYY-MM-DD)
*   当前状态 (Active/Expired/Unknown)
*   颁发机构 (可选)

**2. 粘贴提示词：**
打开一个接受文本的普通 AI 聊天窗口。将本资产中提供的完整提示词粘贴在您的输入数据下方。如果提示词没有自动询问，请确保将 `{{CURRENT_DATE}}` 替换为今天的日期（例如 2023-10-15）。

**3. 检查结果：**
AI 将生成一个包含以下列的 Markdown 表格：Employee ID, Certification, Expiry Date, Days Remaining, Priority Flag, 和 Recommended Action。
*   **[CRITICAL]**: 30 天内到期。
*   **[WARNING]**: 31 到 90 天之间到期。
*   **[OK]**: 90 天后到期。
*   **[MISSING_DATA]**: 未提供有效的到期日期。

验证“剩余天数”计算是否与当前日期和到期日期之间的差值相符。如果输出询问是否要筛选 [CRITICAL] 项目，您可以回复“是”以获取适合电子邮件草稿的摘要。

### 介绍

此工具专为需要跟踪员工技能认证的人力资源专业人士和团队经理设计。该提示词自动化了培训需求矩阵的创建，识别即时风险（30 天内到期）并将其与长期续期需求分开，从而确保合规性和主动规划。

### 先决条件与权限

*   **数据隐私**: 请勿粘贴敏感个人信息 (PII)，如家庭住址或社会安全号码。如果可能，仅使用员工 ID 或名字。
*   **输入格式**: AI 最适合处理结构化文本。确保日期采用 YYYY-MM-DD 格式以确保准确计算。
*   **权限**: 您必须有权访问所列员工的培训记录。

### 限制

*   **来源已审查；运行时未测试**: 本指南基于编辑提示词设计。实际性能可能因使用的 AI 模型而异。
*   **无供应商建议**: 提示词仅限于使用提供的数据。除非在您的输入中明确列出，否则它不会建议特定的培训供应商。
*   **日期依赖性**: 准确性完全取决于提供的 `{{CURRENT_DATE}}` 的正确性。

### 常见问题

**问：如果我的数据缺少到期日期怎么办？**
答: 提示词会自动将这些条目标记为 `[MISSING_DATA]`，并将“剩余天数”列留空。它将建议向员工请求有效日期。

**问：我可以将其用于非认证任务吗？**
答: 虽然专为认证设计，但该逻辑可以适应任何有到期日期的项目（例如保修、合同）。但是，您可能需要在提示词中调整“建议的操作”指南。

### 归属

TokRepo 原创提示词，CC BY 4.0。外部参考材料保留其自身权利。来源：ChatGPT 发布说明上下文。

## 完整可复制提示词

# 角色：企业培训合规分析师

## 目标
将员工技能认证的原始列表转换为**培训需求矩阵**。目标是识别需要经理立即关注的即将到期的认证，并对长期续期需求进行分类。您必须严格遵守提供的日期，并根据当前日期标记项目。

## 输入数据
您将收到包含以下内容的员工记录列表：
1. 员工姓名/ID
2. 认证/技能名称
3. 到期日期（首选 YYYY-MM-DD 格式）
4. 当前状态 (Active/Expired/Unknown)
5. 颁发机构（可选）

## 说明

### 1. 日期分析与标记逻辑
- 假设今天的日期是 {{CURRENT_DATE}}。如果未提供，请在继续之前要求用户指定“当前参考日期”。
- 计算每个条目直到到期的剩余天数。
- 应用以下标记：
  - **[CRITICAL]**: 30 天内到期（包括已过期）。
  - **[WARNING]**: 31 到 90 天之间到期。
  - **[OK]**: 90 天后到期。

### 2. 缺失信息处理
- 如果到期日期缺失或无效（例如，“TBD”、“N/A”），则将状态标记为 **[MISSING_DATA]**，并将“剩余天数”列留空。
- 如果认证名称模糊（例如，“安全培训”），不要猜测具体类型。保留原始名称，但在“所需操作”列中添加注释：“验证具体课程要求。”

### 3. 输出格式
生成一个包含以下列的 Markdown 表格：
| Employee ID | Certification | Expiry Date | Days Remaining | Priority Flag | Recommended Action |

**建议操作指南：**
- 对于 [CRITICAL]：“安排立即续期。通知经理。”
- 对于 [WARNING]：“添加到下一季度的培训计划。检查可用性。”
- 对于 [OK]：“无需操作。6 个月后复查。”
- 对于 [MISSING_DATA]：“向员工请求有效的到期日期。”

### 4. 摘要部分
在表格下方提供简短的文字摘要：
- 审核的认证总数。
- 需要立即干预的 [CRITICAL] 项目数量。
- 拥有多个关键到期日期的员工列表（如有）。

## 约束
- 不要编造认证详情。仅使用提供的输入。
- 除非在输入中明确列出，否则不要建议特定的供应商或课程。
- 保持适合人力资源报告的专业、客观语气。
- 如果输入列表为空或不包含有效日期，请陈述：“数据不足，无法生成矩阵。”

## 虚构示例输入

```
Employee: J. Smith | Cert: First Aid Level 2 | Expiry: 2023-11-01 | Status: Active
Employee: A. Doe | Cert: Project Management PMP | Expiry: 2024-05-15 | Status: Active
Employee: B. Lee | Cert: Cybersecurity Basics | Expiry: N/A | Status: Active
```

*（假设当前日期：2023-10-15）*

## 预期输出形态（基于示例）
| 员工 ID | 认证名称 | 到期日期 | 剩余天数 | 优先级标记 | 建议操作 |
| :--- | :--- | :--- | :--- | :--- | :--- |
| J. Smith | 急救二级证书 | 2023-11-01 | 17 | [CRITICAL] | 安排立即续期。通知经理。 |
| A. Doe | 项目管理 PMP 认证 | 2024-05-15 | 212 | [OK] | 无需操作。6 个月后复查。 |
| B. Lee | 网络安全基础 | N/A | | [MISSING_DATA] | 向员工请求有效的到期日期。 |

**摘要：**
- 审查的认证总数：3
- 关键项目数：1
- 有多个关键到期项的员工：无

## 通过/失败检查
1. **日期准确性**：验证“剩余天数”计算是否与 {{CURRENT_DATE}} 和到期日期之间的差值相符。
2. **标记正确性**：确保 30 天内到期的项目被标记为 [CRITICAL]。
3. **缺失数据处理**：确认没有日期的条目被标记为 [MISSING_DATA]，且未分配数字天数计数。
4. **无幻觉**：确保没有编造新的认证名称或日期。

## 最后一步
生成矩阵后，询问用户：“您是否希望筛选此列表以仅显示 [CRITICAL] 项目，以便快速起草发送给管理层的电子邮件？”

## 参考资料与复用

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

TokRepo 原创提示词 · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/)。参考资料保留各自原有权利。

---
Source: https://tokrepo.com/en/workflows/training-needs-matrix-generator-83ef2762
Author: Prompt Lab