Managing employee training records for ISO 9001 compliance

The SBS Training DatabaseFeaturesBenefitsSet-upUsing the Training Database

Sunday Business Systemswww.SundayBizSys.com

Background Managing employee training is critical to ensuring product quality

and Customer satisfaction Effective training ensures quality product and happy customers Training is a key component of Quality Management Systems

mandated by ISO 9001:2015 ISO 13485 AS 9100 TS 16949 OHSAS 18001 ISO 14001

http://www.sundaybizsys.com/


ISO 9001:2015 Human Resource Requirements

7.2 Competence The organization shall:a) determine the necessary competence of person(s) doing work

under its control that affects its quality performance, andb) ensure that these persons are competent on the basis of

appropriate education, training, or experience; c) where applicable, take actions to acquire the necessary

competence, and evaluate the effectiveness of the actions taken, and

d) retain appropriate documented information as evidence of competence.



SBS Training Database Overview Easy to use, menu driven Defines employee Positions

Prerequisites, Previous qualifications Roles and Responsibilities Training required for the position

Tracks training requirements By department By individual employee

Record training classes, class rosters, and effectiveness measurements Tracks re-certification requirements Identifies delinquent training Measures the effectiveness of your training management system Built using Microsoft Access

Runtime version of Access is included A Free runtime version may also be downloaded from Microsoft No need to purchase Microsoft Access separately



Easy Installation Download the demo database Unzip and Save or copy the Training DB.accde file to a designated

folder on your Network File Server Once purchased, register the demo database (enter the Product

Key) Ensure all Workstations have

Microsoft Access or the free Runtime version of Microsoft Access Read and write privileges to the designated folder on the Network File

Server

Note: The above graphic is for stand alone Access databases - SQL configurations are different



Terminology Training class

A structured set of topics for training employees on a particular subject Training Event

An event in time where training was performed and attended by specific employees

Training for Non-Critical Tasks For tasks that do not directly effect product quality Training for Non-critical tasks may happen one time Training is recorded but does not require re-certification

Training for Critical Tasks For tasks that directly effect product quality Requires certification and re-certification on a periodic basis Re-certification dates are tracked and reported Management determines critical vs. non-critical tasks / training

Skill A group of required training classes



Terminology Training Requirements

Are defined by Position May also be uniquely defined for each Employee Total Training Requirements are the sum of Position and Employee Requirements

Employee RequirementsUnique Employee Training Requirements

+Employee Skills

Position RequirementsRequired Training for Position

+Position Skills

+ = Training Requirements



How the Training Database Works Training Requirements are compared to historical Training Events to determine

Training Needs or Gaps Management must take action to schedule and execute training events to close the gaps

Training Requirements

Historical Training Events

Gaps Take Action to eliminate Gaps


Set Up and Configuration

PreparationLog in and Basic Navigation Set Up and Configuration


Preparation Develop a concise Org Chart

Employee Names Job Titles or Positions Who reports to who (reporting structure) Departments

Formalize positions Create a detailed job description for each Position Define any prerequisites for each Position List all required training for each position Group training into Skills and define the skill set for each position

Note any employee specific training for each employee List any documents that require re-training when new revisions

are released



Login Screen The login process limits access to specific database features based

on the employee and password entered The Demo version includes dummy data and employees

Admin is the default login for demo versions and has full Database privileges

Admin credentials: Employee: Admin Password: admin All other employees password = pw



Navigation The main menu represents the Training process

Schedule Training Hold Training Events Analyze performance

Click on each item to open a form for data entry or reporting

Click on an item to open a form

Or, use the Quick Navigation Links



Training Database Set-up – Process Flow



Database Set-up - GeneralSet-up parameters are organized into

multiple tabs



Setup - Add Departments Add the functional departments that exist within your organization

Department numbers or codes are optional After employees have been defined, add the department managers

Use



Setup - Add Employee Types Define employee types

Such as Temporary, contractor, exempt, non-exempt

Use



Setup - Add Class Types and Categories

Use



Setup - Add Document Categories Define categories to group document types

Used only if training is tied to document revisions Is not required

Use



Other Define “Near Due” warning limit for reports “Near Due” reports will include delinquent training events and

events that are due within this warning limit



Database Set-up (Continued)

Create Training Classes Non-critical tasks – no re-certification Critical Tasks – Certification Required Create critical Documents that require Training when new revisions are

released Create Documents

Create training classes associated with the document Create Skills

Skills are a group of related training classes assigned to one or more Positions

Create Positions Enter roles and Responsibilities Define Position Requirements

Define Training Requirements specifically for that position Define Skills for the position

Enter Employees Employees may have more than one position Define Employee specific training requirements



Create Training Classes Enter Training Class Name (Title) What training Category is appropriate?

This field helps organize the training classes What is the Type of training? Is Recertification required?

If so, when does the Certification expire? Define when the training class is scheduled to be completed The duration

How long does the class take? Prerequisites

What training is required before this class may be taken? Define training materials used in the class Set-up links to training material for easy reference

Use Ctrl-K to add a link to a file



Setup - Add / Edit Training Classes

Training Class requires re-certification

Fields with yellow background are

mandatory.

How long is the certification

valid?



Training Class Delinquencies

# of days to complete class after position start date

Position start date is set on the Employee

Information formReports show date on which training

must be completed



Create Documents Create a document

Open the Documents form and enter the document details Note: Document ID and Title must be unique (no duplicates)

Make a new revision of the documentClick to make a

new revision

4

Click to create the new revision

Check to require Training for this

release



Create a Training Class linked to the document

To reset training requirements when a new document is released

1.Create a new document or navigate to an existing document2.On the Training Requirements tab,

Click the Create Training Class button This will create a training class linked to the document Do not create a new training class from the training class form – this will

not be linked to the document Complete the training class set-up

Complete the training class details (type, duration, etc.) If re-certification is required if the document is not revised, check the re-

cert required box and enter the number of days for expiration If recertification is only required when a document is revised, check the

re-cert required box and enter 99999 days for expiration3.Add the new training class to the position requirements, employee

requirements, or skills requirements



Create a Training Class Based on a Document

Create a special training class based on this document

Edit linked Training Class details



There are 2 options for re-certification: Re-certify only when new revisions are released

Set the “Cert Expiration” = 99999 (a large number)

Certify annually or when new revisions are released (whichever comes first)

Set the “Cert Expiration” = 365 (for annual re-cert.)

Create a Training Class Based on a Document



Skills are A group of training classes or training requirements May be assigned to one or many positions May be assigned to individual employees (regardless of position)

Create Skills

Enter the skill Name

Select the set of training classes

that are required for each skill



Create Positions



Create a New Employee Enter Detailed information

(yellow is required)

Filters to display active/inactive

employees



Create a New Employee – Assign Positions

Employee may hold more than one

position



New Employee – Assign Training Requirements

Employee may have unique training requirements (beyond those defined by the position)



New Employee – Assign Skills

Employee may be assigned unique Skills (beyond those

defined by the position)



If employee is to log in to and use the database, Assign a password

Password must not be blank Password may be from 1 to 15 characters (including numbers and special

characters) Define which privileges apply Only active employees may log in to the database

To prevent an active employee from logging in to the database Click the Delete Privileges button

New Employee – Privileges and Password



New Employee – Linked Files

Scan and link documents such as resumes / CV’s, prior

certifications, licenses, etc


Using the Training Database


Training Is Needed

Attendees sign a class roster

Digitally Scan roster (make an electronic

.pdf file)

Select each attendee from list

Add a Training Event or Classin Training DB

Indicate Pass / Fail

Attendees take a written exam

Digitally Scan Exam (make an electronic

.pdf file)

Is Written exam

required”

Link the scanned Roster to the training class

Link the scanned Exam to the employee

Save the record

NO

YES

Training Database Process Flow

Review Requirements

Report

Delinquent Certs or Gaps?

New Document or New Revision is released

Is Training Required?

Hold a Training Class

Yes

No

Create a New Doc or New Document Revision

Training Requirements are automatically updated

Yes



Add a New Training Event



Add a New Training Event

Select the Class Name from the listEnter the Instructor NameThe training roster

Have employees sign a roster proving they attended the event Scan the document and create an electronic file (.pdf) Link the electronic file to the training event

Enter a Class Date A date range may also be entered, but the single date is required Duration is either calculated from the date range or entered

manually If recertification is required enter the Recertification Date

Then enter each attendee with Pass/fail Pass/fail is important for the subsequent reports If a test was taken, it may be scanned and linked to each employee

name



Record a Training Event

Scan and link electronic roster

Scan and link electronic test

results

Define date when recertification is

required Generate a summary report

Print a certificate

Enter measures of training

effectiveness



Schedule a Future Training EventEnter event information

Enter employees scheduled to

attend

Or, click to add all employees with the specified training

class as a gap



Schedule a Future Training Event

Review the entire training schedule

Click to print a Class Roster (may be used as a “sign-in sheet”,

scan and link to event)



Use the Edit Existing Event button to convert a Scheduled event to a Completed event

Hold a Scheduled Training Event

Filter the form for Scheduled Events

Mark the event as Complete

Scan and link the training roster

Enter Pass/Fail and evaluation

details


Reports and Analysis

Historical ReportsTraining RequirementsGaps


Different Report Types Historical reports

Complete training history Shows all employees (active or inactive)

Requirements reports Training Requirements for active employees Shows all required training

Needed training (training that has not yet been performed) Needed and Scheduled training Delinquent re-certifications Completed training

Gaps reports Required training for active employees including

Needed training Needed and Scheduled Delinquent re-certifications



Configurable Reports

Report Filters(different filters apply to different reports)



Key Reports – Training History



Key Reports – Gaps By Department

Need indicates class has not been taken

Scheduled indicates class has not been

taken, but is scheduled

Date In Red indicates recertification is

delinquent



Key Reports – Requirements By Department

Need indicates class has not been taken

Scheduled indicates class has not been

taken, but is scheduled

Key performance indicators

Date In Red indicates recertification is

delinquent

Date In Red indicates training is past due



Click & Email reports to all delinquent employees



Analyze Employee Turn Over Analyze employee turn over

Head Count reports Ratio of Employees hired to Terminated Turn Over Rate = (# Employees Terminated) / (Total head Count)


Deleting Demo DataThe demo is a full featured demonstration Database

Customers will purchase an activation code and activate the demo


Deleting Demo Data The demo data may be deleted once you purchase a License key

You may activate the actual file you downloaded and evaluated

To delete a single employee



Deleting Demo Data – Deleting multiple records Right click on the top of a form, select datasheet view,



Summary

The SBS training database is a cost effective tool to Ensure effective training compliance with

ISO 9001:2015 AS 9100 TS 16949 OHSAS 18001 ISO 14001

Develop and execute training plans Maintain paperless quality records Analyze performance and develop improvement strategies Save time and effort

Ask us about our T-Med Database for employee training management in FDA regulated industries



About SBS Sunday Business Systems is engaged in software sales and

consulting services. Applies Lean Manufacturing principles to Quality Management

Systems Sells software solutions to small businesses which help them

implement ISO9001:2015 compliant systems for Document Control Corrective and Preventive Actions Risk Management (FMEA) Employee Training Control of calibrated equipment Preventive Maintenance Vendor Management Customer Satisfaction Surveys Statistical Process Control Shop Floor Control

SBS will customize the software for a particular Customer Offers full Training services customized to individual needs



About SBS – Additional Services Data import service

Import employees, departments, classes, positions Customization

Modify the standard product to match your process / terminology Add new, custom reports

Other Database Solutions Solutions for shop floor control/order processing and bar code

solutions. Database programming

MS Access SQL

Contact SBS for additional details [email protected]

mailto:[email protected]


Fueling Small Business EfficiencyFueling Small Business Efficiency

Visit www.SundayBizSys.com for:•Additional information•Free product demos•Pricing•Links to purchase software

© 2016 Sunday Business Systems. All rights reserved. This presentation is for informational purposes only. Sunday Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

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Managing employee training records for ISO 9001 compliance

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