People and capability
Training, competency, and clearance held as live records rather than certificates in a drawer. Individual training records carry expiry and certificate status; staff competency is assessed L1 to L4 against the seven GEMS estate functions with a gap analysis view; the organisational capability position rolls up from individual records into a board summary. DBS clearances for staff, contractor operatives, and volunteers gate site access assignments.
What is in this area
Training Records
Individual training records with provider, completion and expiry dates, certificate attachment status, export, and bulk import
People Overview
Training currency, expiring and expired counts, open incidents including RIDDOR, with expiring training and recent incident feeds
Competency Matrix
Staff competency levels (L1 to L4) against the seven GEMS estate functions, with a gap analysis view
Capability Programme
Organisational capability position derived from individual competency records across the seven GEMS functions, owned by the nominated individual, with a board summary that reports capability without operational detail
Site Access Clearance
Per-individual DBS clearances covering staff, contractor operatives, and volunteers; confirmed clearances gate site access assignments; a barred status triggers the safeguarding workflow
Contextual Guidance
In-platform guidance library filterable by module and category
| Module | What it does |
|---|---|
| Training Records | Individual training records with provider, completion and expiry dates, certificate attachment status, export, and bulk import |
| People Overview | Training currency, expiring and expired counts, open incidents including RIDDOR, with expiring training and recent incident feeds |
| Competency Matrix | Staff competency levels (L1 to L4) against the seven GEMS estate functions, with a gap analysis view |
| Capability Programme | Organisational capability position derived from individual competency records across the seven GEMS functions, owned by the nominated individual, with a board summary that reports capability without operational detail |
| Site Access Clearance | Per-individual DBS clearances covering staff, contractor operatives, and volunteers; confirmed clearances gate site access assignments; a barred status triggers the safeguarding workflow |
| Contextual Guidance | In-platform guidance library filterable by module and category |
The framework's own competency model. Competency and capability are built on the four levels and seven estate functions the Estate Management Competency Framework defines, a published DfE structure aligned to Good Estate Management for Schools, rather than a generic skills matrix. The same four levels scope what each person sees in the system, so a person's access and their assessed competency speak the same language.
Capability and clearance records feed the same gap engine that holds governance to account.
How is staff competency assessed?
Competency levels from L1 to L4 are recorded against the seven GEMS estate functions, with a gap analysis view. The organisational capability position derives from the individual records, is owned by the nominated individual, and reports to the board as a summary without operational detail.
How are training records kept current?
Each individual training record carries provider, completion and expiry dates, and certificate attachment status, with export and bulk import. Expiring and expired counts, and an expiring training feed, surface on the people overview.
How do DBS clearances control site access?
Site access clearance holds per-individual DBS records covering staff, contractor operatives, and volunteers. Confirmed clearances gate site access assignments, and a barred status triggers the safeguarding workflow.
The seven GEMS estate functions this area is built on are part of the sector spine described in Insight and reporting. Insight and reporting
Capability and clearance records feed the same gap engine that holds governance to account, in Governance and board assurance. Governance and board assurance
Roles and training
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