Managing employee training records for ISO 9001 compliance

The SBS Training Database
Features
Benefits
Set-up
Using 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

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, and
b) 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 Requirements
Unique Employee Training Requirements
+
Employee Skills
Position Requirements
Required 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
Preparation
Log 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 - General
Set-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 form
Reports 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 document
Click 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 document
2. 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 expiration
1. 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

Add a New Training Event

Add a New Training 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

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 Event
Enter 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 Reports
Training Requirements
Gaps

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
recertification is
delinquent
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 Data
The 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
 Sales@SundayBizSys.com

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. Microsoft is a
registered trademark of Microsoft Corporation in the United States and/or other countries.

Managing employee training records for ISO 9001 compliance

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