Three ways to automate training in VisualQMS

An auditor asks who has read the current version of a procedure. If you are the quality manager, the answer has to come out of the system. It has to cover everyone the procedure applies to. Training management in an electronic quality management system (eQMS) gives you that answer. It keeps an overview of past and current training, and tells the right manager when something is overdue.

What you need before you start#

To begin, you need:

• Details about each employee, such as job role, department or user group.
• Each employee’s manager, so overdue training reaches the right person.
• The Training Management application, where the rules and records are kept.

Employee information comes in through a connector to Microsoft Entra ID (formerly Azure Active Directory). It checks regularly for new and changed details such as roles and managers. New users are set up automatically. You choose which details the connector uses.

Training Management needs a licence, which we deliver with the other VisualQMS licences. We also help with the installation.

Training for the right people#

A training rule says what has to be learned, such as documents or business processes. It names who it applies to, by role, department, country, user group or any other detail about the employee. It also sets how long a completed training record stays valid, and how long people have before a new one falls overdue.

Say you pick the Engineer role and Australia as the region. When you save the rule, VisualQMS works out how many employees it will reach. A mistake shows up before the rule goes live. Once it is live, the rule creates training records for everyone it covers, now and as new people join.

New versions bring new training#

Documents and processes change several times a year. People need to read what changed. Tick Re-train on New Versions on a rule, and each newly published version creates fresh training records and retires the old ones.

Overdue training reaches the manager#

Each training record names the rule behind it, the employee, the due date and what is to be learned. It starts as Pending and moves on to states such as Training Done, Overdue or Training Not Done.

When a record goes overdue, the employee’s manager is told by default. Entra ID supplies the manager’s name. If you want a further step, the manager’s manager can be told too.

The answer is ready when the auditor asks#

Once the rules are in place, VisualQMS assigns training by itself as people join or change role, and as new versions are published. Next time an auditor asks who has read a procedure, the answer is in the training records.

See what Training Management covers, or book a demo and watch a training rule being set up. If you would rather talk it through first, write to sales@solutionmanagement.eu and we answer the same working day.