Quality Lab: Training Options & Best Practices

Below is a recording of our Quality Lab: Training Options & Best Practices hosted by our VP of Client Services, Emily Ruth.

Q: Is the training module is part of the "base ZenQMS" or is it an added function? Yes, this is included in all clients' accounts. 

Q: If one user is assigned to more than one role, which both require to be trained on the same SOP, does the user have to be trained twice? No. They will only need to train once. 

Q: If a user is assigned to a course with v1 of a document and that document gets upversioned to v2 before they've trained on v1, do they have to sign off on both, or will it update for them automatically to v2? They will only need to train on the once on the effective document, so it will update automatically to V2.

Q: If I have an OJT added to a course, everytime I update the OJT it is going to be updated in the course as well? OJT events are not version controlled, so changes in the OJT won’t impact user assignments.

Q: How do we manage upversion/revisions of the courses? Courses can not be upversioned. You can edit the course that is already created, or if needed, create a new course.

Q: I do not see any version control over the courses. Training courses themselves aren’t version controlled. Documents under the training syllabus, however, are version controlled.

Q: Is there any way to set up training so a trainee has to complete one training before they can start the next? You can assign a user the training and update the training due dates from the user’s dossier so the due dates are staggered.

Q: In the future will we be able to add a group/classroom training to a course? OJT events are great to document these.

Q: Are there still only 3 editors for each course? Yes.

Q: If I assign the course to a user, the user is going to be assigned to the OJT as well? As long as the OJT event is added to the course syllabus, users will be assigned to the OJT once they’re assigned to the training course. 

Q: Can assigned users re-take the test if failed once? Yes. Additional attempts can be added for the user at the test level. 

Q: What is "duplicate test" function for? Once a test is effective, you can not go back and edit the test. The duplicate test option gives users the ability to create a draft of the test to edit further.

Q: Can you move the training date for an individual to one week instead of two weeks? You can update a trainee’s due date manually from their training dossier.

Q: Can a group event be logged in for a training that occured in the past? You can add a training event that occurred in the past, however, your users will be completing the signature in present time, which would show as their completed date.

Q: If we were to create a group training event and one of the trainees is not able to attend, can they complete later and still have their training completion captured under the event (e.g. a course was recorded for later viewing)? Yes, they can complete the group training event at any point as long as they’re assigned to it. One thing to keep in mind is that the group event’s due date will be the event date.

Q: Why are file attachments locked down? What if you want to add a certificate that was received from the event? You have the ability to add file attachments to OJT events after the event is effective. Group events files are locked down, since they occur on a specific day.

Q: If I move one user from role to another, which has different training courses, will this user lose his/her previous training records? All completed records will be retained. Any non-completed assignments will be removed.

Q: If I have an OJT which has retraining period and it is linked to a course, will the users have the OJT in their to-do list after the retraining interval is over? OJT events have similar behavior as a document. If the OJT event has a retraining interval, the user will have the completed record on their dossier. When the retraining comes around, they will see this item again on their main dashboard to complete.

Q: When a user passes a test will the test be included in the user’s training dossier? Yes. Any item that user completes training on, will be listed in that user’s dossier.

Q: In Zen, when the trainer signs off to document attendance at an OJT/Group event, how are we meeting GMP requirements of who did what and when without a secondary verification? For OJT Events, trainees would provide proof to their trainer that they completed the training. The trainer can upload this to the OJT event and then sign off and mark them compliant. For Group Events, the appropriate users will be assigned and those users will be asked to sign off the day of the group event, confirming they have completed the training.