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How ENSUR ties training records to document control so the right people are trained on the right version, on time.
Training employees on the wrong version of a document creates unnecessary audit risk and a gap between document control and training compliance.
For quality leaders and document control managers in regulated industries, closing that gap means making sure the right people are trained on the right version of a document, on time, with the records to prove it.
ENSUR allows organizations to achieve this by combining document control and training management. With ENSUR, a document can be established as Current only after all required training has been completed, so compliance is enforced by the system rather than chased down by a person.
For quality leaders, this means that connecting training to document control helps maintain training compliance and reduce audit prep time.
Here are 4 steps quality teams can take with ENSUR to better manage training compliance:
1. Build curriculum by job title
Not every employee needs the same training at the same time. ENSUR allows organizations to define training requirements and pre-qualifications and create curriculum based on job titles.
Role-based training plans and training events help organizations deliver appropriate courses based on each employee’s specific responsibilities. An adjustable lifecycle also helps ensure courses are delivered when they are needed or scheduled.
Instead of managing training as a one-size-fits-all program, quality teams can organize requirements around the roles employees perform.
What if your HR system already handles training?
Some organizations already have an HR system that can store training materials. But these systems are typically used for corporate content and often lack the full range of training functionality needed for policies and procedures relevant to the QMS.
ENSUR supports electronic signatures, retraining, configurable due dates, supervisor access to training records, quizzes with configurable failure attempts, and training curriculums that group relevant content such as new hire and job-specific training. Supervisors can also be enabled to sign for subordinates.
Because of these functionalities, it's best to use ENSUR for policies and procedures relevant to the QMS, even when a corporate HR system is already in place for storing training content.
2. Verify comprehension and identify training gaps
Completing a training event does not necessarily indicate whether an employee understands the material.
ENSUR’s quiz generator allows teams to build quizzes to verify comprehension and track results. In addition, pattern analysis can be used to flag learning gaps.
This gives quality teams another layer of information beyond completion status and helps them identify areas where additional training may be needed.
3. Keep retraining and certifications from slipping through the cracks
Training requirements do not end after an employee completes a course once. Procedure changes may require retraining, and certifications may need to be renewed periodically.
ENSUR automates supervisor notifications for retraining and supports periodic certification renewal. This reduces the need to manually track when employees require additional training and helps keep training requirements visible as they change over time.
4. Maintain electronic training records that are reportable for audits
When an audit occurs, completing training is only half the equation. Organizations also need complete documentation showing what took place.
ENSUR maintains electronic training records, including attendance, assessments, and observations. Teams can search events and sessions, track employee training records, conduct analysis, and generate reports. Ad-hoc reporting also supports benchmarking and metric measurement.
Centralizing these records alongside document control gives quality teams a clearer trail from the document to the training associated with it.
What if you already use a separate LMS?
Some organizations use one system for document control and a separate LMS for training. While ENSUR can be integrated with other systems, its training functionality provides another option:
Keeping document control and training management together in ENSUR.
Using one system this way eliminates the need to develop and support an integration between separate document control and training systems. It also means one set of system costs rather than two.
Connect document control and training management with ENSUR
Keeping training aligned with document changes requires more than simply assigning courses. Quality teams need to know who requires training, whether employees understand the material, when retraining or certification renewal is needed, and whether the records are there when it’s time to prepare for an audit.
ENSUR brings these pieces together in one system, helping quality teams maintain training compliance while reducing the manual work involved in managing and documenting employee training.
The result is a more organized approach to training management, with the documentation and monitoring needed to support compliance. Instead of managing training as a disconnected process, quality teams can keep it closely aligned with the document control activities that drive training requirements.
For quality leaders responsible for training compliance and audit readiness, that means greater visibility and control over a process that needs to hold up when documentation is reviewed.
Learn more about how ENSUR can support your document control and training management processes by requesting a demo.