Managing Training and Learning

Purpose

Learn how to:

• Set up document / template training and learning in SimplerQMS

• Manage tracking the completion of training

Expected Outcome

• Training & Learning is maintained accurately in SimplerQMS

Prerequisites for all

• Must be logged into SimplerQMS

• Must be a member of one of these ‘User Groups’ to view records:
  • All internal and external users
• Must be a member of one of these ‘User Groups’ to create new records
  • Training Managers

Section 1: Assigning a Training Group

The person who is responsible for assigning training group to users, needs to be a member of the Human Resources / Metadata Administrator User Group.

Find the relevant users by either using the Persons view under Masterdata Views on the Home tab, Browse box or by searching for the relevant person in the search bar.

Select the user(s) and choose one or more Training Group. Then click Save.

If the Training Group you wish to use does not exist, a user with the metadata administrator role can create the value by clicking on the that appears above the field.

Section 2: Creating and Approving a Learning Rule

The person who creates learning rules must have a Training Manager role. The importance of creating learning rules is to capture the learner’s acknowledgement of reading and understanding documents or templates published within the system.

Note: This Work Instruction only focuses on Document Learning Management, including both Quality Document and Template learning. For Learning Rules including quizzes and more information about Quizzes, read our WI: Creating and Managing Quiz.

Step 2.1 – Create a Learning Rule – Training Manager

There are multiple ways to create a Learning Rule in SimplerQMS:

I. On the left side of the screen, expand Create and click on Learning Rule

II. Click on the Create (+) next to the Home Tab and choose Learning Rule from the dropdown list

III. Alternatively, when the training manager is pointing to the document or template, under Actions, click on “New Learning Rule”

A Metadata Card will pop up.

Note: A learning rule can be created as early as on Draft state of the document and/or template. It will only create a training record for the users when the necessary conditions are all met. Refer to section 3: Learning Rule Condition of this work instruction.

Step 2.2 – Fill out the metadata card for Learning Rule

Under the Timeline Section the default values are:

• Grace Period: 14 Days
• Validity Period: 1 Year

This means that the employees need to learn the document / template within 14 days and that the learning record is valid for 1 year.

When the validity period expires, the record automatically becomes available for re-learning.

When you are done filling out the relevant fields, then Click Create

Further details of Learning Rule are available on Assignment Description once it has been created and it is assigned to the Responsible Person.

Step 2.3 – Approving the Learning Rule – Training Manager

Click Approve Learning Rule under “State Transition”.

I. Enter your electronic signature.

Once the Learning Rule is approved the status will update to “Approved – Learning Enabled” and the training records are created for the learners.

Section 3: Receiving Learning Notification – Learners

Step 3.1 – Learning Rule Conditions

• Learning rules have been approved with the documents / templates in the documents/ templates to learn field and training group
• Users have been added to the relevant training group
• Persons (with training groups) must be in status “Current employee”
• Documents / templates mentioned on learning rule have been approved and are either in For Learning or Effective state

The learning assignment will be available on the users ‘Assigned to Me’ section. Template and document learning records both function the same way and will require Read and Understood acknowledgement.

Each user will have the same assignment description in the Metadata which describes the actions they need to carry out.

Section 4: Reading Relevant Documents and Templates – Learners

Once the users have received the assigned training record, the documents or templates to be acknowledged should be read thoroughly.

I. To find the document that needs to be learned, click on the expand arrow on the left side of the training record.

II. Click on the expand arrow on the left of “Version(s) to Learn”

III. Double click on the document(s) to read.

In the case of templates, opening the document requires some extra attention. You will not be able to just double click the file to open, as that will initiate a new document. To open templates to learn:

I. Click on the expand arrow on the left side of the training record.

II. Click on the expand arrow on the left of “Template Version(s) to Learn”

III. Right click on the template to read. Then click on Open

Section 5: Acknowledging the Training Record – Learners

Once you finished reading the document / template, click on the main level (the training record itself) and then on Read and Understood under “State Transition”.

This happens the same way on training records for templates as well.

Enter your electronic signature.

Section 6: Training Completion Tracker – Training Manager

The Training manager can see a full list of already completed Read and Understood training records. Users assigned as supervisors can also monitor the training records of those who are under their supervision. Each user can see their own records.

Additionally, people part of the metadata of the respective document / template can also see the relevant training records.

Note: If learning is still not completed close to the deadline, it will update its status to “3 Days or Less to Overdue”

Section 7: Learning Overdue – Learner

When the Learning is not signed beyond due date, the Status will update to “Learning Overdue”, and the learner will receive a notification that the learning requirement is overdue. The assignment needs to be signed as “Read and Understood” under State Transition as soon as possible.

Section 8: Updating the Learning Rule – Training Manager

To update the Learning Rule, the Training Manager can update the rule even after being approved by selecting the learning that needs to be modified. Under “State Transition” click on Update Rule.

This makes the metadata editable again.

I. On Metadata, click on “Document(s) to Learn” to add more relevant documents to learn or on “Templates(s) to Learn” to add more relevant templates to learn

II. The following fields can also be modified while the status is “Awaits Updates”

a. Learners (by training group)

b. Timelines – lengthening or shortening the Grace Period and Validity Period

Click on save once done updating the necessary fields.

III. To approve the updated Learning Rule, Under the State Transition click on “Approve Learning Rule”.

Refer to Section 2, Step 2.3.

Section 9: Retiring the Learning Rule – Training Manager

The Training Manager can set the Learning Rule to retired. Under “State Transition” click on Retire Rule.  

Enter your electronic signature.

Once the Learning Rule is retired the remaining unsigned Training Records will become “Not Required”