Once the Skill Map is fully complete, run [Snapshot]. When you run a snapshot, the contents of the Skill Map at that moment are converted to Excel and saved to the database.
You can check past states and, at the same time, keep them as an approval record, so it is useful for audit responses and similar needs. We recommend operating it to fit your situation, for example once a quarter.
For an overview of the Skill Map, see What is the Skill Map? / How to read skill marks.
Steps to take a snapshot
Run it from [Other] → [Snapshot] on the Skill Map screen. You can check and download past snapshots from [Other] → [Snapshot history].
You can check saved Skill Maps and download them as Excel from the list of past snapshot history.
What is saved in a snapshot
A snapshot saves the skill definitions at that point, the evaluation levels of members, and development plans, as well as the skill links (courses that build the skill, qualifications that certify it, and the Target level on completing all). Because the basis for raised levels is itself kept, you can still check the state at the time of the snapshot even if you change the links later.
The file exported from [Other] → [Export to Excel] on the Skill Map screen has a "Skill links" sheet. For each skill, it lists the courses that build the skill, the qualifications that certify it, the Required qualifications, the Related procedures count, and the Target level on completing the SOP (Export to Excel is available on Pro / Enterprise plans).
Excel "Evaluation details"
Both the file exported with [Export to Excel] and the Excel retrieved from a snapshot have an "Evaluation details" sheet. Each row shows one member × skill, listing the Level, Evaluation date, evaluator, source (Entered by hand, Automatic evaluation, Excel import, or Bulk change), and basis (Comment). The Excel retrieved from a snapshot shows the contents as they were at the time of the snapshot. The name of the person who exported the file appears at the top of the table and in the details.
Only official levels are listed, and self-evaluations are not included. You can check the history of past changes in Export Excel on the Personal page (Change level history).
If your Team has registered departments and positions, the Department / Position columns are added at the far right of the "Evaluation details" and "Members" sheets in the file exported with [Export to Excel]. They are not included in the Excel retrieved from a snapshot, so that current departments and positions are not mixed into the record as it stood at the time of the snapshot. For departments and positions, see Register Department / Position (Department / Position, Furigana, and HR fields in the roster).
Deleting an approved snapshot
An approved snapshot cannot be deleted until its approval is undone. To delete it, first undo the approval in [Snapshot history], and then delete it (a reason is left on record when you undo). The same applies to snapshots on the Personal page.
Useful in situations like these
- Audit response: Take a snapshot every quarter as evidence for ISO9001 competence management (7.2)
- Approval record: Keep the Skill Status as it stood once managers had approved it
- Review of changes: Compare how the Skill Status has changed over periods of half a year or 1 year
Tips for using it well
- Regular runs: Set a fixed timing, such as the quarterly close or fiscal year-end, so the routine takes root
- Decide who is in charge: Make clear who runs the snapshot, so nothing is missed
- Snapshot at key change points: Taking snapshots before and after major organizational changes or revisions to skill definitions lets you look back at the impact of those changes