Transcript Document Control Training

Sunday
Business
Systems
The SBS Training Database
Features
Benefits
Set-up
Using the Training Database
ISO 9001:2008 Human Resource Requirements
Personnel performing work affecting product quality shall be competent
on the basis of appropriate education, training, skills and experience.
 ISO 9001:2008 Section 6.2.1
The Organization shall:
 determine the necessary competence for personnel performing work
affecting product quality,
 provide training or take other actions to satisfy these needs,
 evaluate the effectiveness of the training,
 ensure that its personnel are aware of the relevance and
importance of their activities and how they contribute to the
achievement of the quality objectives, and
 maintain appropriate records of education, training, skills and
experience.
 ISO 9001:2008 Section 6.2.2
www.SundayBizSys.com
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
Easy Installation
Download the demo database
Save or copy the Training DB.mde or 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
www.SundayBizSys.com
Sunday Business Systems
The Basics
The Database tracks
 Training events
 Certification events
 Employee status
 Document releases that trigger training events
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 for 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
www.SundayBizSys.com
Sunday Business Systems
How the Training Database Works
Training Requirements are compared to historical training events to
determine Training Needs or Gaps
Positions
Historical
Training
Events
Requirements
Employee
Gaps
www.SundayBizSys.com
Take Action to
eliminate Gaps
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
Login Screen
The login process limits access to the database features
The Demo version includes dummy data and employees
 Admin is the default login for demo versions (unregistered)
 Admin has full Database privileges
 Employee: Admin
 Password: admin
 All other employees password = pw
www.SundayBizSys.com
Sunday Business Systems
Training Database Set-up – Process Flow
www.SundayBizSys.com
Sunday Business Systems
Database Set-up
Enter General Set-up parameters
 Enter Departments
 Define Employee Types
 Define Class Types
 Define Class Categories
 Define Document Categories
 Enter Company Information
Set-up parameters
are organized into
multiple tabs
This information is used to organize
data for the various reports
www.SundayBizSys.com
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
Add Employee Types
Define salary, hourly
Define Temporary, contractor, or special category employee types
Use
www.SundayBizSys.com
Sunday Business Systems
Add Class Types and Categories
Use
www.SundayBizSys.com
Sunday Business Systems
Add Document Categories
Define categories to group document types
 Used only if training is tied to document revisions
 Is not required
Use
www.SundayBizSys.com
Sunday Business Systems
Other
Define “Near Due” for reports
www.SundayBizSys.com
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
Add / Edit Training Class Form
Fields with yellow
background are
mandatory.
Training Class
requires recertification
How long is the
certification
valid?
www.SundayBizSys.com
Sunday Business Systems
Training Class Delinquencies
Position start date is
set on the Employee
Information form
Reports show date
on which training
must be completed
# of days to
complete class after
position start date
www.SundayBizSys.com
Sunday Business Systems
Create Documents
Enter document
details
Create a document
Make a new revision of the document
If a new revision triggers training or re-certification,
Create a new
revision
 Create a Training Class based on this document
 The Add / Edit Documents form must be used to create this special training class
 This form
Click to create
the creates a link between the document and the training class
 The Add/Edit Training Class form will not link the document and the class
new revision
4
 Add the training class to skills or position requirements
Check
to require
 Each new release will reset training requirements for
the special
training class
Training for this release
Create a special
training class based
on this document
www.SundayBizSys.com
Sunday Business Systems
Create Skills
Skills are
 A group of training classes or requirements
 Associated with one or many positions
Enter the skill Name
Select the set of
training classes
that are required for
each skill
www.SundayBizSys.com
Sunday Business Systems
Create Positions
www.SundayBizSys.com
Sunday Business Systems
Add New Employees
Add Employee ID, Name, and email address
Select an Employee Type
 (regular or temp)
Select a Department
Enter a Shift, and “Reports to” supervisor/manager
Date of Hire (DOH) and position start date
New employees are Active
 Inactive employees have termination dates
 and do not appear in many reports
Select the Employee Positions
 An employee may hold more than one position
Enter any employee specific training
Create a user login (if necessary) with access privileges
www.SundayBizSys.com
Sunday Business Systems
Create a New Employee
Enter general
Employee
information
Filters show only
active, inactive, or
all employees
Select all positions
that the employee
holds
www.SundayBizSys.com
Sunday Business Systems
Using the Database
Record a training event or class
 Record employees who attended
 Attach a scanned image of the class roster
 Record pass / fail + test scores if applicable
 Attach an electronic file (test) if applicable
 Enter recertification date if applicable
View Reports
Maintain records
 Add/edit departments
 Add/edit Positions / requirements
 Add/edit employee information
www.SundayBizSys.com
Sunday Business Systems
Training Database Process Flow
New Document or New
Revision is released
Is Training
Required?
Training Is Needed
Yes
Create a New Doc or New
Document Revision
Hold a Training
Class
Training Requirements are
automatically updated
Digitally Scan roster
(make an electronic
.pdf file)
Attendees sign a
class roster
Yes
Is
Written exam
required”
YES
Attendees take a
written exam
Digitally Scan Exam
(make an electronic
.pdf file)
NO
Add a Training
Event or Class
in Training DB
Link the scanned
Roster to the
training class
Select each
attendee from list
Delinquent
Certs or Gaps?
Indicate Pass / Fail
No
Link the scanned
Exam to the
employee
www.SundayBizSys.com
Review
Requirements
Report
Save the record
Sunday Business Systems
Schedule a Future Training Event
Enter event
information
Enter employees
scheduled to
attend
Print a class roster
Email a scheduling
requiring employee
announcement to all
signatures
attendees
www.SundayBizSys.com
Sunday Business Systems
Hold a Training Class or Event
Select the Class Name from the list
Enter the Instructor Name
The 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
www.SundayBizSys.com
Sunday Business Systems
Record a Training Event
Scan and link
electronic roster
Define date when
recertification is
required
Scan and link
electronic test
results
www.SundayBizSys.com
Generate a
summary report
Print a
certificate
Sunday Business Systems
Configurable Reports
www.SundayBizSys.com
Sunday Business Systems
Key Reports
Need indicates required
training has NOT been
completed
www.SundayBizSys.com
Overall Training
Effectiveness
Red = Delinquent
Re-Certification
Sunday Business Systems
Click & Email reports to all delinquent employees
www.SundayBizSys.com
Sunday Business Systems
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)
www.SundayBizSys.com
Sunday Business Systems
Utilize the toolbar to improve efficiency
Filter form by
selection
Advanced
Filter
Remove
Filter
Print
Sort Records
alphabetically
Print
Preview
Email report as
attachment
Find a record
For additional time saving techniques,
See “Access Tips and Tricks”
(download from www.SundayBizSys.com)
www.SundayBizSys.com
Sunday Business Systems
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
www.SundayBizSys.com
Sunday Business Systems
Deleting Demo Data – Deleting multiple records
Right click on the top of a form,
select datasheet view,
www.SundayBizSys.com
Sunday Business Systems
Summary
The SBS training database is a cost effective tool to
 Ensure effective training compliance with





ISO 9001:2008
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
www.SundayBizSys.com
Sunday Business Systems
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
ISO9001:2008 compliant systems for
 Document Control
 Corrective and Preventive Actions
 Employee Training
 Control of calibrated equipment
 Preventive Maintenance
 Customer Satisfaction Surveys
 Statistical Process Control
 Vendor Management
 Communication / Continual improvement
 Shop Floor Control
Will customize the software for a particular Customer
Offers full Training services customized to individual needs
www.SundayBizSys.com
Sunday Business Systems
About SBS – Services
Training Database data import
 Import employees, departments, classes, positions
Training Database Customization
 Modify the standard product to match your process / terminology
Custom 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]
www.SundayBizSys.com
Sunday Business Systems
Sunday
Business
Systems
Fueling Small Business Efficiency
Visit www.SundayBizSys.com for:
•Additional information
•Free product demos
•Pricing
•Links to purchase software
© 2012 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. Microsoft is a
registered trademark of Microsoft Corporation in the United States and/or other countries.