Auditor asks for your training matrix
ZenQMS is our system of record for both training documents (e.g., SOPs) and user training records. What this means is that documents are created and versioned by appropriate authors. These documents can be assigned to one or more courses, which are in turn assigned to users. In this way, any user assigned to a document or course will always be required to train on the most recent required version. In the system, their training status appears Red/Yellow/Green in real time.
It works essentially by mimicking our training matrix within ZenQMS.
We created user groups in ZenQMS that relate to the functional job roles that were in our training matrix (e.g. Production Group). Remember users can be assigned to multiple groups.
You can see what groups a user is assigned to as follows:
- Navigate to Administration > Member Account > Users
- Make sure the “Groups” column is visible in the table. If it is not, then add it using the Customize button and drag/drop.
- Click Export > Excel to print out an excel table with this information to hand to an auditor (see attached example)
We also created eponymous training Courses for each job role. In this way, we can assign the Production Group of users to a course called “Production Course” and simplify training management. A single document may appear in multiple courses (e.g. SOP on SOPs)-- the application looks through all redundancies. Users or groups assigned to a course will always have to be trained on the current required versions of all documents in that specific course syllabus.
You can see a list of all training courses as follows:
- Navigate to Training > Courses to see a table of all courses. The table indicates current training status for all users assigned to a course, indicating the % of users assigned to the course that are 100% trained on all syllabus requirements for just that specific course.
- Click Export > Excel to create an Excel file listing all courses to hand to an auditor. (see attached example-- you may want to delete the other columns to reduce confusion)
- Click the EDIT or download link in a course row to see all information about the selected course, specifically it’s entire syllabus and all assigned trainees/groups. (see attached example)
Auditor asks for proof that everyone assigned to a specific training matrix group is in fact compliant. Or ask for full details on a specific training matrix role (e.g., what is curriculum? who is assigned? what is training status? etc.)
Assuming the above explanation has already been discussed, getting to the answer is simple:
- Navigate to Training > Courses to see a table of all courses.
- Find the course related to the functional role that they asked about...in our example above the group name was similar to the course name (e.g. Production Group).
- Click the download arrow to download a PDF with all information about the selected course, including the full syllabus and all currently assigned trainees and their current training status on all course assignments. (see attached example)
Auditor asks for proof of training compliance for specific user(s). Or full training history for user(s).
You can access user dossiers a couple different ways, we detail the main scenario.
- Navigate to Training > Trainee Records page
- Click the dropdown menu to select “Whole Company” option. The table refreshes to show a list of all non-disabled users in your account. It shows what their current training status is.
- Click the “Dossier” link for a specific user
- This dossier window shows you one of three views. The default view is “Currently Assigned” view, meaning these are all the documents that the user is currently assigned to and her last instance of completing training. You can also toggle to other views (At Risk/Non-Compliant or Everything)
- You can export the table view as it is by clicking the EXPORT button (see attached example)
- You can also click the Dossier PDF button to download a PDF of the user’s entire training history everything they have ever trained on or training that is due/coming due). (see attached example)