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The SBS Training Database
FeaturesBenefitsSet-upUsing the Training Database
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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
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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 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
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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
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How the Training Database Works
Training Requirements are compared to historical training events to determine Training Needs or Gaps
RequirementsHistorical Training Events
Positions
Employee
Gaps Take Action to eliminate Gaps
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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 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
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Training Database Set-up – Process Flow
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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
This information is used to organize data for the various reports
Set-up parameters are organized into
multiple tabs
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Add the functional departments that exist within your organization Department numbers or codes are optional
After employees have been defined, add the department managers
Add Departments
Use
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Define salary, hourly Define Temporary, contractor, or special category employee types
Add Employee Types
Use
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Add Class Types and Categories
Use
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Define categories to group document types Used only if training is tied to document revisions Is not required
Add Document Categories
Use
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Other
Define “Near Due” for reports
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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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Add / Edit Training Class Form
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 Make a new revision of the document If a new revision triggers training or re-certification,
Create a Training Class based on this document The Add / Edit Documents form must be used to create this special training
class This form creates a link between the document and the training class The Add/Edit Training Class form will not link the document and the class
Add the training class to skills or position requirements Each new release will reset training requirements for the special
training class
Enter document details
Create a special training class based on this document
Create a new revision
4
Click to create the new revision
Check to require Training for this
release
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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
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Create Positions
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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
Add New Employees
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Create a New Employee
Filters show only active, inactive, or
all employees
Enter general Employee
information
Select all positions that the employee
holds
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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
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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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Schedule a Future Training Event
Enter event information
Enter employees scheduled to
attend
Print a class roster requiring employee
signatures
Email a scheduling announcement to all
attendees
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Hold a Training Class or 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
requiredGenerate a
summary report
Print a certificate
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Configurable Reports
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Key Reports
Need indicates required training has NOT been
completed
Red = Delinquent Re-Certification
Overall Training Effectiveness
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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)
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Utilize the toolbar to improve efficiency
Print Preview
Email report as attachment
Find a record
Sort Records alphabetically
Filter form by selection
Advanced Filter Remove
Filter
For additional time saving techniques, See “Access Tips and Tricks”
(download from www.SundayBizSys.com)
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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 9001:2008 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
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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 ISO9001:2008 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
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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]
Sunday Business Systems
Fueling Small Business EfficiencyFueling 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.
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