Process’s purpose:
The training and certification management module is used as an advanced management tool that helps managers and area managers to monitor and control the competence of employees in the organization. The main goal of the process is to provide managers with the ability to effectively manage training processes as well as the ability to receive an up-to-date picture and status at any time and from any place.
The advanced capabilities of the system can assist managers in creating a training program adapted to the organization and its needs. Through the system, it is possible to monitor and manage the training processes effectively and provide real-time information and reports that help in the continuous improvement processes in the organization.
What are the main advantages of using a tool to manage training and certifications?
- Saving time and resources: Through the skills management module and using its automatic mechanisms, the system replaces the manual operations and reduces the time needed to manage the organizational training set. Information management such as the validity of training, progress, and management of records, is carried out automatically and reduces workload.
- Improving monitoring and control and management processes: The system provides the management team with real-time insights into employees' competency levels, enabling informed decision-making and timely implementation of corrective measures when needed.
- Customization: Each system user will be presented with pertinent data tailored to their specific management field and the competencies of their assigned employees. This personalized approach empowers users to concentrate on issues aligned with their individual needs and areas of professional expertise.
In essence, an employee competence management system acts as a valuable asset, bolstering the efficiency and efficacy of management procedures by facilitating the systematic monitoring of competencies across the organization. This, in turn, plays a pivotal role in driving the overarching success of the business.
Process’s description:
With the help of the Vitre system on the web portal, any user authorized to do so will be able to plan, manage and control the training and authorization of the organization's employees. The process is carried out in several main stages which provide a comprehensive framework for the ability to document and track the competence of employees.
Through the certification and training management interface you can manage multiple types of qualifications. Such as the authorization, training, certificates, licenses, medical examinations and any additional qualification that is required to be monitored for the employees.
The main steps in the training management process are:
- Planning - Using the training management screen in the system, you can devise a forward-looking training agenda, either with or without specific employee assignments, and execute initial actions based on this plan. Each training module can be allocated to one or multiple users who have authorization to modify or access the content.
- Management and execution in the system
- Management of training sessions - Training managers and certification holders can seamlessly update training sessions, link employees, files, and notes, thereby effectively managing and documenting the training initiatives under their purview
- Manual certification association - In addition to the ability to manage a training program, the system allows the employee to associate certifications and certificates manually and without the need to document the training event that took place. This ability makes it possible to assign to the employee the qualifications that he has, such as an electrician's certificate, certification to work at height, driver's license, and more.
- Monitoring and control - From the certificate and authorization management screen, you can obtain an overview of employees' competencies and their current status within the organization. This screen consolidates information for all employees, providing a comprehensive snapshot of their competency levels. In addition, it is possible to view the analysis of the data available in the system using the "Trainings and Authorizations" dashboard.
It is recommended at the beginning of working with the system to define a status as a current service - the system allows you to add training that has been carried out in the past and manually associate the authorization with the employee card. This update is a basis for managing the competence of the employees and planning a future training system, therefore it is recommended to update the date of the last training for the employees.
How to carry out the process:
Associating trainings for employees is possible in several ways in the system:
- Carrying out trainings and documenting the training shows:
- Training planning - Through the management interfaces you can plan training events and record the status of employees who were present / absent from training. Planning a training show is possible from several screens (Link to the knowledge center):
- From the employee's screen - You can navigate to the employees' screen, apply filters to identify the relevant employees, and then select them accordingly. Subsequently, you can proceed to tailor customized training programs specifically for them.
- From the certificates screen - In the certificates screen you can select employees according to their certification status and create a new instance for the relevant employees
- From the training screen - Using the training screen you can initiate a new training session and then you can associate the relevant employees with it
- Setting up an administrator for training - For each training you can define a user who will be authorized to manage it
- Carrying out planned training - Using the training management module you can document and validate a training session that has been carried out. For each training session, you can specify the attending employees, link pertinent files, and access the training history along with the actions undertaken during the session - link to the knowledge center
- Associating training to work manually - On the employee card management screen, you can manually associate training / certificate to an employee, without the need to document the training session. The system allows the definition of a validity start date and automatically calculates the validity of the training.
- Defining the current qualification status - you can record the trainings that have been carried out in the past and mark them as completed trainings or/or add the authorizations that have been carried out in the past to the employee manually, thus updating the initial qualification status in the system
- Training documentation and employee signatures - In order to document training and collect employee signatures for documentation purposes, you can use the "Training Documentation" form available in the system, which allows you to enter the names of the employees and sign their attendance at the training. After that, the created file can be attached as an attachment to the existing tutorial.
Viewing and monitoring training and certification data:
You can view training, certification and status as an organizational service through several screens:
- Tab display and list - the certificates and qualifications management screen centralizes the current qualification status for all employees of the organization and assists in locating issues that require immediate or future treatment, thus enabling convenient and correct management of the organization's qualification system - link to the knowledge center
- Training status display - the training management screen allows viewing the status of the trainings programmed in the organization and enables proper management of the organizational training system - link to the knowledge center
- Administrative dashboard view - The administrative dashboard in the Vitre system allows the viewer to analyze the data of all the organization's employees in different sections - link to the knowledge center
- Employee card display - through the employee card management screen, you can view the employee's qualifications sheet and ensure that all relevant trainings to the same employe are up to date - link to the knowledge center
User permissions:
- For each system user, permissions relevant to his area of responsibility are defined. The permission to view the employees' qualifications is automatically taken from the user's location in the organizational tree - a user who is defined as a manager of an organizational unit will be able to view all the qualifications of his employees.
- In addition to the basic permissions taken from the organizational unit tree, additional permissions can be added to the user as follows:
- Administrator permission on the certification type - Certification administrators will be able to manage all training sessions in the certification they manage and in addition will be able to view the competency status of employees in this certification.
- Spectator permission on the type of certification - Spectators on a certification will be able to watch all the training shows in the certification they are defined for and will also be able to watch the qualification status of employees in this certification.
- Administrator permission on a training instance - Administrators of a training instance will only be able to manage the training instance on which they are configured
- Viewer permission on a training show - viewers on training shows will be able to view the status of the training and make changes to it
- Employee authorization - allows him to view his qualifications whether valid, future or not valid
Preliminary instructions for using the process:
In order to start and manage the authorization and training for employees in the system, several preliminary steps must be taken:
- Defining a new qualification /qualification type - Multiple qualification types can be established in the system - link to the knowledge center
- The system enables you to designate the qualification/certification name in a single language, with English being the recommended choice. This approach facilitates usability across different language users when accessing the certification type.
- For each certification, additional users can be defined as having authorizations for the certification
- You can define an administrator who can manage the certification, associate the certification with employees and manage trainings
- You can define an observer who will be able to view the status of the certification and employees associated with it and the training sessions that have been performed
- Relevant files can be associated with each type of certification, for example - syllabus, subject, etc.
2. Defining employees and organizational units - link to the employee module
3. Setting up users
Documentation of training and employee signing - what does the process consist of?
- Training documentation form - The training documentation form can be found in the system. The form includes two categories:
- Training details category - Name of the training, date and additional information about the training
- Employee details category - Using the group of questions that exists in the category, you can add any employee who attended the training and allow him to sign the form
2. A system administrator can make changes to the existing questions in the form or its structure - link to the knowledge center
3. After answering the form, it can be attached as an attachment to the relevant training