Sunday Business Systems The SBS Training Database Features Benefits Set-up Using the Training Database.

Sunday Business Systems

The SBS Training Database

FeaturesBenefitsSet-upUsing the Training Database

Sunday Business Systemswww.SundayBizSys.com

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


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 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


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


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


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 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


Training Database Set-up – Process Flow


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


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


Define salary, hourly Define Temporary, contractor, or special category employee types

Add Employee Types

Use


Add Class Types and Categories

Use


Define categories to group document types Used only if training is tied to document revisions Is not required

Add Document Categories

Use


Other

Define “Near Due” for reports


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


Add / Edit Training Class Form

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 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


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


Create Positions


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


Create a New Employee

Filters show only active, inactive, or

all employees

Enter general Employee

information

Select all positions that the employee

holds


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


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


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


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


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


Configurable Reports


Key Reports

Need indicates required training has NOT been

completed

Red = Delinquent Re-Certification

Overall Training Effectiveness


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)


Utilize the toolbar to improve efficiency

Print

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)


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 9001:2008 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


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


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.

Sunday Business Systems The SBS Training Database Features Benefits Set-up Using the Training Database.

Documents

training employees

training database slide

training needs

time training

responsibilities training

employee specific training

recertification training

product quality training