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

2. 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

3. 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

4. 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

5. The Basics The Database tracks Terminology: 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

6. How the Training Database Works
Training Requirements are compared to historical training events to determine Training Needs or Gaps
Positions
Requirements
Historical
Training
Events
Employee
Gaps
Take Action to
eliminate Gaps

7. Preparation Develop a concise Org Chart Formalize positions
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

8. 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

9. Training Database Set-up – Process Flow

10. Set-up parameters are organized into multiple tabs
Database Set-up
Set-up parameters are organized into multiple tabs
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

11. 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

12. Add Employee Types Define salary, hourly
Define Temporary, contractor, or special category employee types
Use

13. Add Class Types and Categories
Use

14. Add Document Categories
Define categories to group document types
Used only if training is tied to document revisions
Is not required
Use

15. Other
Define “Near Due” for reports

16. 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

17. 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

18. Add / Edit Training Class Form
Fields with yellow background are mandatory.
Training Class requires re-certification
How long is the certification valid?

19. Training Class Delinquencies
Position start date is set on the Employee Information form
Reports show date on which training must be completed
# of days to complete class after position start date

20. Create Documents Create a document Make a new revision of the document
Enter document details
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
Create a new revision 4
Click to create the new revision
Check to require Training for this release
Create a special training class based on this document

21. Select the set of training classes that are required for each skill
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

22. Create Positions

23. Add New Employees 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

24. Create a New Employee Enter general Employee information
Filters show only active, inactive, or all employees
Select all positions that the employee holds

25. Using the Database Record a training event or class View Reports
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

27. Schedule a Future Training Event
Enter event information
Enter employees scheduled to attend
Print a class roster requiring employee signatures
a scheduling announcement to all attendees

28. Hold a Training Class or 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

29. Record a Training Event
Scan and link electronic roster
Define date when recertification is required
Generate a summary report
Scan and link electronic test results
Print a certificate

30. Configurable Reports

31. Key Reports Overall Training Effectiveness
Need indicates required training has NOT been completed
Red = Delinquent Re-Certification

32. Click & Email reports to all delinquent employees

33. Analyze Employee Turn Over
Head Count reports
Ratio of Employees hired to Terminated
Turn Over Rate = (# Employees Terminated) / (Total head Count)

34. Utilize the toolbar to improve efficiency
Advanced Filter
Remove Filter
Filter form by selection
Print
Sort Records alphabetically
Print Preview
Find a record
report as attachment
For additional time saving techniques,
See “Access Tips and Tricks”
(download from

35. 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

36. Deleting Demo Data – Deleting multiple records
Right click on the top of a form,
select datasheet view,
Press Delete on the Keyboard

37. 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

38. 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

39. 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

40. Sunday Business Systems
Fueling Small Business Efficiency
Visit 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.