The SBS Training Database Features Benefits Set-up Using the Training Database

Sunday Business Systems 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  AS 9100  TS  OHSAS  ISO 14001

Sunday Business Systems 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.

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems 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 Employee Requirements Unique Employee Training Requirements + Employee Skills Position Requirements Required Training for Position + Position Skills Position Requirements Required Training for Position + Position Skills + = Training Requirements Training Requirements

Sunday Business Systems 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 Training Requirements Historical Training Events Historical Training Events Gaps Take Action to eliminate Gaps Take Action to eliminate Gaps

Set Up and Configuration Preparation Log in and Basic Navigation Set Up and Configuration

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

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems Training Database Set-up – Process Flow

Sunday Business Systems Database Set-up - General Set-up parameters are organized into multiple tabs

Sunday Business Systems 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

Sunday Business Systems Setup - Add Employee Types  Define employee types  Such as Temporary, contractor, exempt, non-exempt Use

Sunday Business Systems Setup - Add Class Types and Categories Use

Sunday Business Systems Setup - Add Document Categories  Define categories to group document types  Used only if training is tied to document revisions  Is not required Use

Sunday Business Systems 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

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

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

Sunday Business Systems Setup - Add / Edit Training Classes Training Class requires re- certification Fields with yellow background are mandatory. How long is the certification valid?

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems 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 days for expiration 3. Add the new training class to the position requirements, employee requirements, or skills requirements

Sunday Business Systems Create a Training Class Based on a Document Create a special training class based on this document Edit linked Training Class details

Sunday Business Systems  There are 2 options for re-certification:  Re-certify only when new revisions are released  Set the “Cert Expiration” = (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

Sunday Business Systems  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

Sunday Business Systems Create Positions

Sunday Business Systems Create a New Employee Enter Detailed information (yellow is required) Filters to display active/inactive employees

Sunday Business Systems Create a New Employee – Assign Positions Employee may hold more than one position

Sunday Business Systems New Employee – Assign Training Requirements Employee may have unique training requirements (beyond those defined by the position)

Sunday Business Systems New Employee – Assign Skills Employee may be assigned unique Skills (beyond those defined by the position)

Sunday Business Systems  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

Sunday Business Systems New Employee – Linked Files Scan and link documents such as resumes / CV’s, prior certifications, licenses, etc

Using the Training Database

Sunday Business Systems

Sunday Business Systems Add a New Training Event

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems 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)

Sunday Business Systems  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

Sunday Business Systems 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

Sunday Business Systems Configurable Reports Report Filters (different filters apply to different reports)

Sunday Business Systems Key Reports – Training History

Sunday Business Systems 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

Sunday Business Systems 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

Sunday Business Systems Click & reports to all delinquent employees

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)

Deleting Demo Data The demo is a full featured demonstration Database Customers will purchase an activation code and activate the demo

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

Sunday Business Systems Deleting Demo Data – Deleting multiple records  Right click on the top of a form,  select datasheet view,

Sunday Business Systems Summary  The SBS training database is a cost effective tool to  Ensure effective training compliance with  ISO 9001:2015  AS 9100  TS  OHSAS  ISO  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

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 ISO9001:2015 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

Sunday Business Systems 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 

Fueling Small Business Efficiency Visit 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.