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QuTrack QMS - Trainings Management

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Training Scenario

Trainings are like GMP catalysts that enable employees to deliver effectively within the regulated environments and maintain the status-quo of the Organization’s Quality Mission. It is a highly significant part of Quality Management System but ironically the most ignored with most of the companies having repeated trainings related observations from Customer/ Regulatory Authorities. Manual Training Systems struggle to outperform with poor communication, hard to handle changes, lack of effective traceability and an overall complicated Training management system. But on other side an automated Training Management Software promises to outperform with ease and be effective in handling trainings.

Training Management Software Solution

This Training Management Software automates the trainings across an Organization from creating trainings, scheduling training sessions, conducting trainings and closure after certifications by online tests if any. Besides the Training Management Software establishes traceability between trainings created and employee roles which simplifies and automates training needs identification specific to each employee. An organization can be assured to be in compliance with all training requirements through traceable employee training history and automatically tracked employee training card.

The Training Management Software is designed to fully integrate with other Quality Systems and establish closed-loop workflows to manage all training related requirements that originate at other Quality Systems such as CAPA, Change Control Document Management etc.

With configurable workflows and flexible workflow components/ sections it is easy for the Training Management Software to be transitioned into your current trainings management process within in a short period. In-depth Tracking and trending of all the trainings across an organization is made available at the click of a button with Summary Reports and Metrics Reports. Training Summary Report gives real-time summarized information for each selected training and metrics reports bring high-level and in-depth performance visibility of the employee trainings and training requirements across the organization at any given point.

Besides providing an effective trainings management solution, the Training Management Software is in total compliance with electronic records and management regulations such as 21 CFR Part 11, by providing audit trails, e-signatures, controlled printing, controlled access, records management and archival in accordance to regulatory standards and policies of an Organization.

VeServ Training Management Advantage

VeServ Trainings Management solution was developed based on extensive research on training related guidelines from various regulatory authorities to be practical and problem oriented with these core benefits:

  • Enterprise wide 24 × 7 accessibility to Training Management Software to manage trainings requests and requirements
  • Total compliance with 21 CFR part 11
  • Simple four step workflow process – Schedule, Conduct, Certify and Close that applies to all types of trainings
  • Automated tracking of employee trainings needs. Trainings coordinators can simply nominate auto listed employees eligible for training
  • Employee tracking and follow-up on missed trainings, failed trainings or incomplete trainings
  • • Enhanced communications between Trainer, Training Coordinator, Trainees and their supervisors to enable training sessions with full attendance
  • Capabilities to easily integrate and establish closed-looping with other Quality Systems such as Change Control, Document Management
  • Customizable workflows to suit your current process
  • Metrics Reports or Trends that are exclusively analytical and visually eye catching

Apart from being an industry standard and effective Training Management solution, the Trainings software has several key features that enable organization to manage trainings effectively and make competent employees

Key Features:

Training Creation

Trainings can be created, routed for approval before it is able to be scheduled on a Training Session. Certification can be added to Training, linked to departments and roles which make the Training relate to Training Session Types and eligible employees

Certification Creation

Material for online tests such as Quiz can be created for the Training and added to it. The added Quiz is provided at the Online Certification step for the purpose of certifying the Trainee. The certification criteria can be set which automates the test qualification.

Department Mapping

The Training created can be made applicable to specific departments or entire Site or entire Organization. When Training Sessions are scheduled, the selective employees of the respectively mapped department(s) are eligible to be nominated to the Session

Role Mapping

Each employee is assigned with a role based upon the job responsibilities. Similarly each employee needs to be trained based upon their job responsibilities. So my linking an employee with a role to the Training ensures the training requirements match the job responsibilities.

Automated Routing and Approval

Manual System engages a lot of time in routing the Training forms across departments for approval. This is eliminated by pre-defining the responsible individuals across respective departments for respective Trainings which sharply improves the approval time.

Revision lock

This is a key compliance feature that restricts access to modifying the Training Material to one user at a time. This ensures that multiple changes from multiple users are restricted and thereby avoiding confusion and being untraceable.

Trainer Sign Off

Trainings can be conducted online or offline based upon the available access to the Trainings Management. For users with access to the system, an online session is a more flexible approach and gives relative tracking. For those users who do not have access to the system such as Contract workers, an offline session i.e. classroom training is made available.

Online & Offline Training Sessions

In Life Sciences sector an average company has about 500 employees and it is not unlikely to capture attendance signature from each and every trainee during offline sessions. By allowing the Trainer to indicate attendance on their behalf collectively in a single go optimized the training session time.

Online & Offline Certification Sessions

Just the way trainings can be conducted online or offline, the related certifications can also conducted offline or online based upon the availability of access to the system. Online Certifications allows certification through an online exam or quiz. While offline certifications is the manual entry of grading details such as questions answered, pass criteria and exam result.

Integrated Quality Systems

The Training Management system is designed to integrate with other critical Quality System in managing training activities that originate from them. For example revised documents needs to be trained on before making them effective. The training tasks are completed at Training Management System.

Automated Alerts & Notifications

This is practical feature that ensures that the users are automatically communicated at defined frequencies and at defined workflow steps about the approaching target date for required actions. Users are notified directly through follow-up e-mails that are sent automatically to the user e-mail account. Besides the system auto escalates the overdue to the concerned authority and help resolve the issue.

Auto Spell

Entered information needs to be described in detail and spelled correctly. The in-built spell check feature ensures all trainings related information entered into the system is spelled correctly. By auto suggesting and auto correcting with good user interface, users can quickly complete data entry which helps in avoiding repetitions and reduces time spent.

Audit Trails & E-signatures

The trail of the record is tracked and time-stamped providing details of actions performed, at the workflow steps giving in-depth traceability about who performed the action and at what time. Also the system features capturing of the user-consent to the action performed by entering a highly secured and high-level password i.e. e-signature.

Easy to analyze Reports

Training Summary Reports that provide real-time summary without opening the record helps personnel holding critical positions to save time by viewing the entire information in one go. Generation of reports on the status of the records enables high visibility of the Trainings Management System and Trainings. With eye catching graphical representation the reports are informative and impressive.

You can feel free to reach us to know more about VeServ Trainings Management System; software demo or software free trail and get your questions answered.

Industries that can benefit from our Solution

  • Pharmaceuticals
  • Biotechnology
  • Biologics
  • Medical Devices
  • Chemical
  • Contract Manufacturing
  • General Manufacturing
  • Food & Beverages