Survey: How do you manage training items?

[ward_scott]

We have been using the LMS for 20 years and have used the same process for assigning training and revising SOPs all that time. However, new challenges and questions have been asked. Rather than dismiss them out of hand, I am curious to know how other organizations are using LMS to manage their training. 

1. Do you use a competency-based approach? If so, how does that work with required training (SOPs, cGMP, BBP, etc.?)
2. Do you use separate items for implemented SOPs versus SOPs in training? 
3. Do your new hires always receive the same required date intervals as your existing employees?

I appreciate your time on this and hope that others can benefit from the information as well. 

[ward_scott]

I thought it only fair if I was the first to share:

Do you use a competency-based approach? If so, how does that work with required training (SOPs, cGMP, BBP, etc.?)

We are do not use competencies at all. All of out training items are assigned to curricula which may be grouped into parent curricula for organization (and that is a double edged sword.)  The vast majority of curricula or parent curricula are assigned to job codes although we are increasing our use of assignment profiles. 

Do you use separate items for implemented SOPs versus SOPs in training? 

Yes. We have a training version and an implemented version for every SOP. The reason: Some implementations may take a month or longer and trainees may need to complete the current version so they can start working right away, while also completing the training version to prepare for the future implementation.

Do your new hires always receive the same required date intervals as your existing employees?

They have to date. However, we have been focusing on reducing overdue training which has led to an unexpected issue. Some departments want short due dates for some items, but this forces their trainees to be overdue before they can complete training. 

[vickistalvey]

I am replying to your question/statement about assignments to new hires and existing team members.  We assign all of the same training to new hires that we do existing team members by AP with events based and the majority of our training items are content items that are recurring.  When the new hires does the training in the LMS within the 2 weeks of orientation, all of those items are then due at that same time the following year unless I go in and manually change the due date for each of them.  We don't use calendar based assignments because it doesn't observe the 'past due' marking, unless something significant has changed with that.  

I am interested to see how others respond to your post. 

Vicki Stalvey

[Dhruv]

Hi Ward,

I have come across Competency a few years back and from my recollection it works very similar to Subject Areas.

1. You add competency and tag items and curricula. Mostly its either developmental and or Objective based training is tagged. Functional training are assigned directly and for the most part (about 95%) of our assignment is via AP instead of Codes. Higher flexibility and better control than Job Codes in my experience

2. We use latest SOP version so that would be training SOP; Implementation SOP is inactivated as soon as the training SOP is passed via the document management system and the business process requires users to review implementation SOP outside of the LMS if they missed the window. 

3. Overdue training is a challenge for every organization and we have a team that oversees the process; We provide same frequency for any user from consistency and fairness point of view. 

Hope this help!

[Brabham_Marla]

1. Do you use a competency-based approach? If so, how does that work with required training (SOPs, cGMP, BBP, etc.?) We don't use competency-based approach in our system. The majority of our training requirements are housed in curricula and we assign the curriculum to Job Codes, we assign them via Assignment Profiles (AP) if the training is not a persons core training for their Role. Training that is assigned via APs are requirements for additional Roles a person may hold
2. Do you use separate items for implemented SOPs versus SOPs in training? We mainly use training for SOPs, Work Instructions, etc. that are current in our Document Management System. There are occasions when we have a prior version that is still valid while a new revision is being implemented and we have different items for each revision and a person needs to complete the current revision because that process is still in place and they will training on the new revision that will become effective soon.
3. Do your new hires always receive the same required date intervals as your existing employees? Yes our new hires receive the same required date intervals as the existing employees, we are currently looking at the date intervals, but that is only because so much training is going out at the same time.

Marla Brabham

[MarikaSchuck]

Thank you Marla, we have the same approach as you have.

[lindadoherty]

1. Do you use a competency-based approach? If so, how does that work with required training (SOPs, cGMP, BBP, etc.?) We do not use competencies. We assign based on various user data information, such as job location, job level, department, etc. 
2. Do you use separate items for implemented SOPs versus SOPs in training? No. We assign SOPs linked to the training library of the EDMS.  It is expected that people reference the effective library for current version.  Note that our SOP updates don't often change any process entirely. If it does, other training and the launch are coordinated. 
3. Do your new hires always receive the same required date intervals as your existing employees? Yes, everything is assigned at once when hired.  We have adjusted some due dates to prevent overdue assignments.