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p a p e r t i g e r s o f t w a r e. p a p e r t i g e r s o f t w a r e. Lighten up. on Training Management. and cut the beast down to size. ...Things are a lot scarier in the dark. T I G E R. P A P E R. S O F T W A R E L T D. T R A I N I N G M A N A G E M E N T. V20.1.

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P a p e r t i g e r s o f t w a r e

p a p e rt i g e rs o f t w a r e

p a p e r t i g e r s o f t w a r e

Lighten up

on Training Management

and cut the beast down to size

...Things are a lot scarier in the dark

.


P a p e r t i g e r s o f t w a r e

T I G E R

P A P E R

S O F T W A R E L T D

T R A I N I N G M A N A G E M E N T

V20.1

WEBSITE www.papertigerxt.com EMAIL [email protected]


P a p e r t i g e r s o f t w a r e

DEMONSTRATION INSTRUCTIONS

1

To move to the NEXT slide - click anywhere

on the screen with your mouse cursor

2

To move to the PREVIOUS slide - press ‘P’ twice (not operational if you are running demo over the web)

3

To QUIT the presentation - press the ‘ESC’ key (or the Back key if you are running demo over the web)

This sign will appear at the bottom right hand corner of each

slide to show when it is COMPLETE.


P a p e r t i g e r s o f t w a r e

These three corner stones form the foundation for all systems of gradual improvement. They make a solid base to build a QA, RISK, ESH or other compliance management system. Without them any system will fail.

Simple but true

Corner stones

Documentation

First corner stone

Training

Second corner stone

In this slideshow we will demonstrate the

Second corner stone:

The Paper Tiger TRN Training management module

Corrective Action

Third corner stone

First corner stone: Manage with Paper Tiger Document Control Module

Second corner stone: Manage with Paper Tiger Training management module

Third corner stone: Manage with Paper Tiger CQM – corrective Action module or the ESH module


P a p e r t i g e r s o f t w a r e

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WHY DO YOU NEED TRAINING MANAGEMENT?

Training management is a complex task. An organisation with 200 staff with each staff member trained in an average of 15 tasks, results in 3000 training incidents to keep track on!

Staff can be trained in a great variety of processes and courses and to different competency levels. They can have existing skills or know how. They may also have other valuable skills – hobbies, languages…

As a result a training management system must be able to:

Generate training plans

Manage both internal and external training

Track training that has an expiry date - like first aid training

Cope with processes that change

Manage different levels of training

Manage and report on staff competencies

Provide good reporting

Provide an information source of skills and knowledge of individuals in the organisation

Track and report on cost of training

Paper Tiger will manage all this and more.

Not only training can be managed by Paper Tiger but other regular tasks involving people like medical checkup prompts, license renewals etc can be managed effectively.

P A P E R T I G E R

WEBSITE www.papertigerxt.com EMAIL [email protected]


P a p e r t i g e r s o f t w a r e

HOW DOES THE PAPER TIGER TRAINING MANAGEMENT WORK?

Three main sources of information are entered into Paper Tiger.

TRAINEES

INTERNAL TRAINING

EXTERNAL TRAINING

Processes, work instructions, SOPs…

From Document control

Staff, contractors, customers...

First aid courses, Forkhoist training, Excel courses...

Training is linked to the document control module.

!

The three are combined to create INDIVIDUAL TRAINING PLANS for each trainee

Click to contine


P a p e r t i g e r s o f t w a r e

HOW DOES THE PAPER TIGER TRAINING MANAGEMENT WORK?

This is the TRAINING PLAN made up for Rebecca Adams when she commenced employment.

As Rebecca progresses in her training, the training plan becomes Rebecca’s training record.

Paper Tiger calculates her level of training or competency.

And totals her training credits

Courses and procedures can be added at any time to the plan as Rebecca develops


P a p e r t i g e r s o f t w a r e

HOW DOES THE PAPER TIGER TRAINING MANAGEMENT WORK?

Three main sources of information are entered into Paper Tiger.

TRAINEES

INTERNAL TRAINING

EXTERNAL TRAINING

Staff, contractors, customers...

First aid courses, Forkhoist training, Excel courses...

Processes, work instructions, SOPs…

From Document control

!

Training is linked to the document control module.

INDIVIDUAL TRAINING PLANS are created in Paper Tiger for each trainee

Training in Paper Tiger is triggered:

 When trainees are selected for training but not yet trained.

 When certificates or licenses expire, like first aid certificates.

 When processes, SOPs or Work instructions change.

 When processes, SOPs or Work instructions require regular refresher training.

 When a trainees required competency is increased.

Paper Tiger generates training required reports, training schedules by month and other reports like ‘who is trained in what’, training KPI’s, cost of training, training records for each trainee etc…


P a p e r t i g e r s o f t w a r e

TRAINING MANAGEMENT - OPENING SCREEN

From this screen all training management functions are available, including direct access to Document control, ESH and CQM

This button will open the Training management screen

Each area is accessed by clicking a button.

The CQM and ESH modules can be accessed directly to to check flagged issues that require training to resolve.

Lastly Paper Tiger will show at a click how many refresher training instances are due.

and how many new staff not yet assigned to do any training.

Click to continue

There is direct access to the document control module

 Click to view


P a p e r t i g e r s o f t w a r e

This is a screen from the Document Control module. The DC module holds information about each document and if it is used to train people.

Training Management

The Master Document Form in Document Control

The Document’s name

& identification...

Where to find it...

When it was created, updated and reviewed...

Which version it is...

Who approves it...

What it is about...

Is the document to be used in training...

Which other documents does it reference? And which other documents makes references to it?

If the “Use in training” box is ticked the document becomes available in the Training Management module to include in training plans. If the document is changed after training has taken place, Paper Tiger will automatically flag all those trained in it for refresher training.


P a p e r t i g e r s o f t w a r e

TRAINING MANAGEMENT SET UP

ENTER TRAINING COURSES

ADD AND EDIT TRAINING COURSES

This screen is where training courses are viewed, edited, deleted and new courses entered into the system.

To enter a NEW training course, simply enter the:

• Training course code

• Course description

• Subject area

• Course validity (months)

!

• Training credits

• Principal trainer

• Cost of training one person

• Any relevant notes and links to training material

To find a training course amongst potentially hundreds of courses entered into Training manager, simply use the filter function.


P a p e r t i g e r s o f t w a r e

HOW TO SET UP TRAINING MANAGEMENT

ADD TRAINEES

This is where trainees are entered into the system

Enter a unique trainee code and other details as shown..

Trainees can be staff, contractors, customers …..

The data in the ‘Add Trainees’ screen is shared with the ESH module. If employees have been entered in the ESH module they will also be present in this screen. Data can be updated from either screen.Paper Tiger also offers a custom service to automate import and update of staff data from HR or payroll programs

!


P a p e r t i g e r s o f t w a r e

HOW TO SET UP TRAINING MANAGEMENT

SET UP TRAINING

- the hard way

SET UP A TRAINING PLAN FOR EACH TRAINEE

 Click to continue

This is the training plan and training record for Rebecca

Selected Courses and procedures in the training plan.

Priority and skill - there are two skill fields

Required, is the required skill level, and ‘Actual’ is the current skill level

The Last trained date is used to track training and calculate when refresher training is required.

Training credits and cost of training. is the cost to train one person to the required level, and has two fields, actual cost and the estimated cost.

‘TTG’ - Shows if the course or process part of a specific TTG (Task Training Group)or Non Attached to a TTG (NA)

Completion deadline – when the training is to be completed.

Completed training is recorded trainingwith one click in the tick box


P a p e r t i g e r s o f t w a r e

TTGs - TASK TRAINING GROUPS

Set up training the easy way – using TTG’s

A TTG is training identified to give a person the skills to competently perform a task or role within an organisation. A TTG can include a number of training courses - internal or external, training in SOPs and other procedures.

This screen is the portal to several screens used to manage TTGs and Teams.

Create TTGs - TTGs are collections of training courses , SOPs etc designed to give a person trained in them the specific skills required to perform a task or role.

 Click to continue

Apply TTGs to Trainees - Add the courses and training in a TTG to a persons training plan.

Assign trained people to teams eg shifts, projects etc.

By using TTGs complex training plans for new and existing staff can be set up in seconds, complete with training priorities and skills requirements.

Create Teams - Teams are a groups of people with specific skills that can run or manage a shift, maintenance, project etc.

A person can have any number of TTGs added to their training plan but can only be assigned to one team at a time.


P a p e r t i g e r s o f t w a r e

TTGs - TASK TRAINING GROUPS

How to create a TTG

A TTG is made up of different training courses, SOPs, procedures etc.

Open the Create TTGs screen

In this screen all courses and training are added to each TTG.

Training can be duplicated - for example Induction training can be included in multiple TTGs. Paper Tiger will ensure that only one instance is counted when calculating costs, training credits etc.

Add courses from the dropdown lists - all training courses and documents will be available to add to a TTG.

Set priority and skill required

If training is added to a TTG after people have been assigned to that TTG, Paper Tiger will automatically update the training plans for all those affected. The process also applies if a training course is deleted from a TTG - this is to maintain the TTG’s integrity.

Assign to TTG


P a p e r t i g e r s o f t w a r e

TTGs - TASK TRAINING GROUPS

SET UP TRAINING – the easy way

Trainees are set up for TTG training similar to ordinary training - only quicker!

Open the Apply TTG to training screen

This is the process of assigning TTG training to a new trainee – Patricia Lowerson

Beer making

Select TTG

CLICK the Add TTG training button to continue

Done!

To add another TTG just select another TTG and click the Add TTG training button

Note how the Completion dead line is calculated based on today’s date and the priority for each course.


P a p e r t i g e r s o f t w a r e

 Click to view Patricia’s monthly schedule

TTGs - TASK TRAINING GROUPS

Paper Tiger calculates training schedules using priorities

Training schedules like this can be generated for individuals, departments, teams or the entire enterprise – all at the click of an Icon.

Priorities are automatically converted into training deadlines.


P a p e r t i g e r s o f t w a r e

TTGs - TASK TRAINING GROUPS

Create Teams and Assign People

Create teams and Assign people with the right training to teams

You don’t need to use teams and teams management to run the Training management module. But even in situations where the organisations doesn’t have defined teams like shifts or gangs - team management offer significant advantages.

Almost all organisations have distinct groups like Sales, Marketing, Admin, Production etc. These are really teams and by using the team concept Paper Tiger simplifies the work of tracking and managing competencies, manning levels, vacancies of the team as a whole and of individual team members.

 Click to continue

 Click magnifying glass icon above to view instant overviews of the team just created

Team names are created in a simple screen. Teams can be shifts, gangs, crews...

Once created, teams can be populated.

Select the team to be populated from the Team DDL.

 Click to continue

A team usually require members with different skill sets. Select the skill set (TTG) required for the first team member from the Task Training DDL. Repeat until all positions in the team have been listed

Only staff with the required skill sets are listed

Staff with the correct skill set are shown, including those assigned to other teams. In this instance only Daniel Glover and Tommy Lee-Lewis are not assigned to other teams. IF Erika Fowler is selected she will automatically be removed from the Whisky producing team and assigned to the Beer brewing team

Then select team members from the Team members drop down list

The competence level of each potential team member is shown


P a p e r t i g e r s o f t w a r e

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Team requirements, competencies and population

Team competencies

This report details the required and actual competency levels of each team member selected for the Beer brewing team.

 Click to view next report

Required strength – eg how many staff are required

Actual team strength – Actual and percentage

This report gives a compact overview of the Beer brewing team. Team members, competencies, manning and vacancies are all here.Note that the report criteria is set to show only the Beer brewing team.

Team competency

P A P E R T I G E R

WEBSITE www.papertigerxt.com EMAIL [email protected]


P a p e r t i g e r s o f t w a r e

HOW TO SET UP TRAINING MANAGER

GENERATE REPORTS

TRAINING REPORTS

Paper Tiger has built in reporting - there is no need to use external report software.

There is a selection of reports to choose from

Report content is controlled by using filters or report criteria.

There is an overview “Training map” showing what training has been done and what is missing.

The training log provides an audit trail of what training was done, when it was recorded and by whom. The log is automatic and cannot be modified by a user.

For special reports or training analysis or for use of training data in other applications Paper Tiger exports to Excel at the click of a button.

There is a fast update facility where completed training can be recorded very quickly, without having to access each trainees’s record.


P a p e r t i g e r s o f t w a r e

SAMPLE REPORTS

Who is trained in what?

CREATE A TRAINING REPORT- SAMPLE 1

To find out who is licensed to drive a heavy forkhoist in Napierwith askill levelof 2 or more....

FH2

2

Napier

Select the following report criteria

Select Napier as the location

Select a skill level of ‘2 or more’

Select Process or course - Heavy forkhoist license’ (code FH2) - from drop down list or type it in.

(most criteria fields have drop down lists to help with selection)

Select the report‘Who is trained and current?

 Click to view the report


P a p e r t i g e r s o f t w a r e

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TRAINING REPORT - Who is trained and current?

Report criteria set are shown here

…and the results are displayed here

The above Napier staff can all drive a fork hoist and have a skill level of 2 or more – but Bernice’s license is no longer current (36 months validity).,

If the report criteria had been set to Subject area = Product handling, then all staff trained in subjects related to product handling would be listed.

P A P E R T I G E R

WEBSITE www.papertigerxt.com EMAIL [email protected]


P a p e r t i g e r s o f t w a r e

SAMPLE REPORTS

TRAINING REPORT - ‘Training required’

CREATE A TRAINING REPORT- SAMPLE 2

To produce a schedule for all staff due for first aid training...

Select the report criteria.

First Aid

‘First Aid’. .

Then select the report

All Training required’.

To get an overview of all training required use the “Deadline” training schedules.

 Click to view the report

The training interval is 24 months thus they are now due for refresher training.

When training is completed, updating training records is a breeze using the ‘Fast update’ facility – no need to go into each trainees record..

 Click to view

To update the training records for each first aid training participant just click the tick box!

The trainees with dates have all been trained before - the ones with no date are due for the first time.

The last trained date will be updated to this date.

Costs, training credits and the training log will also be automatically updated.


P a p e r t i g e r s o f t w a r e

SAMPLE REPORTS

TRAINING REPORTS - END OF MONTH KPI

CREATE A TRAINING REPORT

SAMPLE 3

The end of month report or Training KPI report, lists training KPI’s, training cost and all training done in a period.

To produce a Training KPI report spanning from1 Jul 2012to31 July 2012

Set the date criteriafrom1 Jul 2012to31 July 2012

Then select the report ‘Training KPI’… . . .

 Click to view report


P a p e r t i g e r s o f t w a r e

This report takes away the tedious task of preparing the end of month training report - time that can be better spent elsewhere.

Very few organisations have any real idea of how much training actually cost! Particularly internal training. Does your organisation know?

This report gives an overview of training done for a specified period.

The Training KPI report calculates the training intensity and training cost per employee for the set period and location.

The KPI enables direct comparisons of training intensity between different departments or locations with different staff levels.

The report shows at a glance how much money was spent on training in a given period as well as per employee - enabling comparison against budget.

Who was trained in whatand when is and at what cost is also shown.


P a p e r t i g e r s o f t w a r e

T I G E R

P A P E R

S O F T W A R E L T D

Training Management - TRN

Y o u h a v e r e a c h e d t h e e n d o f t h i s

d e m o n s t r a t i o n

T H A N K Y O U F O R Y O U R T I M EIf you would like to know more please contact us on the email address below.

WEBSITE www.papertigerxt.com EMAIL [email protected]


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