Training Program Help - Old docs, new docs, so many docs...

#1
Hi All,

I work for a small manufacturing/service company and we will be going through our transition audit to ISO 9001:2015 in September. Our training program documents are a mess. Before my time, there was a general Employee Certification Form that each new employee would get and the Supervisor and employee would each initial and date the lines that applied to them (e.g. Inspector, Non-conforming material). Then if someone was cross trained, we would need to dig out the training form and add the new information.

We have decided to obsolete this form in favor of multiple more detailed forms. There is a New Hire Training form with the basics and then a separate training form for each main position on the production floor. This way there is (hopefully) more control on what and how the supervisors are training their employees. I think this is a great step and I plan to put together a training matrix to keep track of these new documents.

What is the best way to implement this change? If we keep these documents just for new hires, what do we do about old forms being filled out incorrectly? I feel like we need a clean slate and should just re-train everyone using all the new forms. This would be a lot of work and everything is designed for a new hire (or for someone new to that position) so it is all things that current employees *should* already know. What would you do?

Thanks for taking the time to read!
 
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Coury Ferguson

Moderator here to help
Staff member
Super Moderator
#2
Hi All,

I work for a small manufacturing/service company and we will be going through our transition audit to ISO 9001:2015 in September. Our training program documents are a mess. Before my time, there was a general Employee Certification Form that each new employee would get and the Supervisor and employee would each initial and date the lines that applied to them (e.g. Inspector, Non-conforming material). Then if someone was cross trained, we would need to dig out the training form and add the new information.

We have decided to obsolete this form in favor of multiple more detailed forms. There is a New Hire Training form with the basics and then a separate training form for each main position on the production floor. This way there is (hopefully) more control on what and how the supervisors are training their employees. I think this is a great step and I plan to put together a training matrix to keep track of these new documents.

What is the best way to implement this change? If we keep these documents just for new hires, what do we do about old forms being filled out incorrectly? I feel like we need a clean slate and should just re-train everyone using all the new forms. This would be a lot of work and everything is designed for a new hire (or for someone new to that position) so it is all things that current employees *should* already know. What would you do?

Thanks for taking the time to read!
Have you thought about creating an Access DataBase to manage the training? You can also set retraining dates, and so forth. There are also commercial software/modules available that would provide this tracking.

Just my opinion.
 

howste

Thaumaturge
Super Moderator
#3
Have you thought about creating an Access DataBase to manage the training? You can also set retraining dates, and so forth. There are also commercial software/modules available that would provide this tracking.

Just my opinion.
I was thinking the same thing. I posted a database in this thread a few years ago that you may want to look at using or getting ideas from.
 

howste

Thaumaturge
Super Moderator
#4
What is the best way to implement this change? If we keep these documents just for new hires, what do we do about old forms being filled out incorrectly? I feel like we need a clean slate and should just re-train everyone using all the new forms. This would be a lot of work and everything is designed for a new hire (or for someone new to that position) so it is all things that current employees *should* already know. What would you do?

Thanks for taking the time to read!
I would definitely NOT go back and retrain everyone on everything. If you want all of the records on the new forms, the old records for the employees can just be marked on the new form with the old dates. If there are some items on the new form for a position that wasn't on an old record for an employee just provide the training for those items.
 

Golfman25

Trusted Information Resource
#5
Hi All,

I work for a small manufacturing/service company and we will be going through our transition audit to ISO 9001:2015 in September. Our training program documents are a mess. Before my time, there was a general Employee Certification Form that each new employee would get and the Supervisor and employee would each initial and date the lines that applied to them (e.g. Inspector, Non-conforming material). Then if someone was cross trained, we would need to dig out the training form and add the new information.

We have decided to obsolete this form in favor of multiple more detailed forms. There is a New Hire Training form with the basics and then a separate training form for each main position on the production floor. This way there is (hopefully) more control on what and how the supervisors are training their employees. I think this is a great step and I plan to put together a training matrix to keep track of these new documents.

What is the best way to implement this change? If we keep these documents just for new hires, what do we do about old forms being filled out incorrectly? I feel like we need a clean slate and should just re-train everyone using all the new forms. This would be a lot of work and everything is designed for a new hire (or for someone new to that position) so it is all things that current employees *should* already know. What would you do?

Thanks for taking the time to read!
If you want to ruin the credibility of your system, then go ahead and "re-train" everyone on things they already know. They'll thank you for it. :)

You have two options. Either grandfather all existing employees and apply the new forms to new employees and/or new training of existing employees. Or, you can go back an fill out the new forms based on the old forms and supervisor input.
 
#6
Thanks Coury and howste. I haven't used Access in about 15 years but I think that is probably the way to go eventually.

howste and Golfman25: Yes, I'm sure they would love the re-training :frust: but you can tell how frustrated we all are that HR wants to do this and the Supervisors are up for it. We have had issues in the past about getting dates correct so we are little nervous to put old dates on new forms. But I would love to not have to go back searching through the old forms to find what I need. How would I go about grandfathering current employees? What would that look like?

Thanks!
 

howste

Thaumaturge
Super Moderator
#7
How would I go about grandfathering current employees? What would that look like?

Thanks!
ISO 9001:2015 clause 7.2 only requires records of competence, not training. Your record could be as simple as a written statement (by a supervisor or other competent authority) that the employee's work has been evaluated and that they've been determined to be competent for the given role/position.

If you do this make sure that any training/competence procedure that you may have shows that this method is allowed.
 
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