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Training Records

Discussion in 'IATF 16949:2016 - Automotive Quality Systems' started by Carlee Gruizinga, Aug 4, 2022.

  1. Carlee Gruizinga

    Carlee Gruizinga Member

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    Hello all,

    Interested in advice on storage of training records. Historically we have had our administrative department scan all of the signed training records and organized on the intranet per department.

    Due to COVID this got messy for a variety of reasons we did not want people sharing a pen/passing around a document to sign and our company was zoned off making it difficult to give the documents to our Admin department. Ultimately a variety of training records were not retained appropriately.

    As we continue to grow we are interested in updating our training record retention system. Does anyone have a process that has been effective or advice for improvements?

    Thank you!
     
    Carlee Gruizinga, Aug 4, 2022
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  2. qmr1976

    qmr1976 Well-Known Member

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    We actually did away with our paper system for training records completely (for the most part). We still have quality alerts routed for review and handwritten training sign-offs but the majority of our OJT is documented using PowerApps. Not sure how familiar you are with it, but once you create the app, it creates a table in the background that shows what they are trained in, when, knowledge level and status. (Active or Inactive) We've had it in place for our last few audits and it seems to meet the requirements. Our main battle with this system is getting the supervisors to keep up with updating their knowledge levels. I pull a report weekly and email it out to everyone to let them know how many active employees require updates to their training records. (i.e., someone has been working at a machine since the first of the year, yet is still in 'operating observed' status. I don't think so....) ;) Now, depending on the size of your company you could always do something more simple such as creating a basic Excel spreadsheet with the same information but with Powerapps the supervisors can easily go in and create/edit records and everything is standardized. You don't have to worry about everyone going in and updating a spreadsheet their way where the information will be difficult to organize.
     
    qmr1976, Aug 4, 2022
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  3. Andy Nichols

    Andy Nichols Moderator Staff Member

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    Hi Carlee! Would it help to look at the situation from a slightly different point of view? Like this?

    Firstly, instead of training records, the standard requires records of competency, of which training is an action to improve competency. This is a very individual thing, because rarely does everyone posses the same competency across the board (unless you're really lucky). In which case, the record of a) initial competency and, following b) training (or other action) the result is c) the final achievement of competency should preclude a lot of contact between learners.
     
    Last edited: Aug 5, 2022
    Andy Nichols, Aug 4, 2022
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    Jennifer Kirley likes this.
  4. BradM

    BradM Moderator Staff Member

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    A lot has changed in the last few years...
    Are all your employees that undergo these trainings... are they all onsite? Or is some working remotely and some working on location?
    Does your organization have the ability for all associates employees to esign documents through Adobe?
    Are these trainings occurring on an individual basis ( Brad trains on XXXXXXX and needs to document that) or are these group training activities?
    Is it more important for your organization to demonstrate training on a procedure/ process basis? Or to demonstrate the training history for Brad?

    Granted pen and paper documents are slowly become relics in comparison to edocuments. But that doesn't mean they don't have their place, and that they can't serve the organization well when needed.
     
    BradM, Aug 8, 2022
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