Managing an organization's training is a difficult and complex task. For example, imagine an employee. Now, would you be able to tell a superior what that employee's current role or roles are? Or how compliant that individual is according to the training requirements for that role or those roles? Or further, let's say 3 new hires need to complete first aid training. Do you know how many other employees also need to complete first aid training in the next 3 months? If you know all of this for every employee in your organization, you can stop reading and tell your boss you deserve a raise. If you don't know all the answers to the above questions keep reading because if you follow the rest of this document and the linked material, you'll be able to configure a system that will allow you to be able to answer all these questions and more.
In order to track training in an organization we recommend a framework that uses the following processes:
- Employee Training Profile
- Training Role
- Training Type (optional)
- Training Topic
- Training Record
These processes, used in conjunction with Fulfillment and Table Fill functionality, create a training tracking system that:
- allows an organization to easily monitor the training compliance of individual employees, roles, and training topics
- notifies employees, supervisors, and managers of upcoming training record expiry dates
- allows individual employees to enter their own training records
Employee Training Profile
The Employee Training Profile process is the hub of the training tracking system and tracks the following data:
- Employee - which identifies the person for which training is being tracked
- Training Role(s) - which tracks the role(s) that are assigned to an employee and the respective start and end dates that affect each role
- Mandatory Training Topics - which details a list of Mandatory Training Topics applicable to an employee as a result of the assigned Training Role(s) and the respective start and end dates
- Optional Training Topics - which details a list of Optional Training Topics applicable to an employee as a result of the assigned Training Role(s) and the respective start and end dates
- Training Records - which details all Training Records that the employee has completed
The Mandatory Training Topics, Optional Training Topics, and Training Records are setup as Table fields and using the Table Fill functionality will be populated automatically based on the Training Role(s) and the addition of Training Record forms. Fulfilment functionality will automatically calculate Mandatory and Optional Training compliance of the employee based on the satisfaction of Training Topics by Training Records.
The Training Role process defines the Mandatory and Optional Training Topics that are required to be satisfied to consider an employee competent to perform their assigned role or job function.
The Training Role tracks the following data:
- Training Role Name - which identifies the name of Training Role
- Mandatory Training Topics - details the Training Topics that are considered mandatory requirements for an employee to be competent to perform the role. The start and end dates that apply to each Training Topic. The duration, or time, the Training Topic is valid for which is typically an internal stipulation. And, if the requirement Expires.
- Optional Training Topics - details the Training Topics that are considered optional, the nice-to-haves if you will, requirements for an employee to be competent to perform the role. The start and end dates that apply to each Training Topic. The duration, or time, the Training Topic is valid for which is typically an internal stipulation. And, if the requirement Expires.
The Training Type process is used for defining different types of training. For example, it may be useful to define and track safety certificates where training such as First Aid was provided by a 3rd party and on-the-job training where training was performed internally.
This process is optional and is not required for the training tracking system but we'd bet you're going to want to include this in your training tracking framework.
The Training Topic process identifies the subject matter of a training record and if you've decided to define Training Type, the training type. An example of a Training Topic is First Aid.
The Training Record process captures the completion of training. Training Record forms are the driver of the training tracking system. As employees enter Training records, Table Fill ensures those forms are added to the Training Record table on the Employee Training Profile, and Fulfillment functionality considers the Training Record form and automatically applies it to the appropriate Training Topic and against the defined Training Role requirements and applicable dates. The Training Record process tracks the following data:
- Employee Training Profile - which links the Training Record to the Employee Training Profile process
- Training Topic - which defines the Training Topic the Training Record satisfies
- Training Type - which details how the Training Record was delivered
- Training Record Name - details the name of the completed Training Record
- Date Received - details the date the Training Record was received
- Expiry Date - details the date the Training Record expired, if applicable
An example of a Training Record would be a completed First Aid course from a 3rd party training provider.
What we've just introduced is the high level description of a possible training tracking system. If you need something like this to manage training for your organization, we've put together a step-by-step Process Import Setup resource for you to follow.
Whatever way you want to track training for your organization, you have the platform to configure what you require and the tools to report on the key performance indicators that are important to you. For example...