The SBS Training DatabaseFeaturesBenefitsSet-upUsing the Training Database
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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Training Database Set-up – Process Flow
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Database Set-up - GeneralSet-up parameters are organized into
multiple tabs
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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
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Setup - Add Employee Types Define employee types
Such as Temporary, contractor, exempt, non-exempt
Use
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Setup - Add Class Types and Categories
Use
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Setup - Add Document Categories Define categories to group document types
Used only if training is tied to document revisions Is not required
Use
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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
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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
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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
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Setup - Add / Edit Training Classes
Training Class requires re-certification
Fields with yellow background are
mandatory.
How long is the certification
valid?
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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
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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
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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
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Create a Training Class Based on a Document
Create a special training class based on this document
Edit linked Training Class details
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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
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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
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Create a New Employee Enter Detailed information
(yellow is required)
Filters to display active/inactive
employees
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Create a New Employee – Assign Positions
Employee may hold more than one
position
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New Employee – Assign Training Requirements
Employee may have unique training requirements (beyond those defined by the position)
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New Employee – Assign Skills
Employee may be assigned unique Skills (beyond those
defined by the position)
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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
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New Employee – Linked Files
Scan and link documents such as resumes / CV’s, prior
certifications, licenses, etc
Using the Training Database
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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
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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
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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
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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
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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)
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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
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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
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Configurable Reports
Report Filters(different filters apply to different reports)
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Key Reports – Training History
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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
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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
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Click & Email reports to all delinquent employees
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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
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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
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Deleting Demo Data – Deleting multiple records Right click on the top of a form, select datasheet view,
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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
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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
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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]
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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