The Heart of the Training Records Management System (TRMS)
The Training Matrix forms the heart of the Training Record Management System. Using this straightforward functionality, you can automate training renewal notifications, create training topics specific to company roles, and generate an easy-to-read grid that maps out all company-wide employee training requirements. And all of this is possible without opening a single training file.
Large organizations often find that the management & tracking of their employee’s training challenging as they require huge investments of time and energy. Often this is because paper-based filing systems introduce human error and require manual verification. To overcome these challenges, the solution is to automate the entire process. But that leaves many organizations asking, “Where do we start?”
The answer is simple. To begin automation, create your company-specific training matrix by creating employee roles & training topics, then assigning role-specific learning requirements, such as assigning First Aid as a requirement for supervisor roles. You can even control training requirements that are based on employee location to account for regional safety regulation differences. Once set up, the system automatically delivers specified training requirements to employees based on their role and location.
The system also tracks employee files and automatically updates training requirements as training is completed. Managers can then see whose training is up to date and who needs additional training. As training is completed, certificate expiry dates and renewal notifications are automated to remind employees and their managers of any training that is either about to expire in 90 days or has already expired. The tracking is so detailed that, with just one click, you can download a gap analysis that identifies all potential compliance issues and missing training in an easy-to-follow Excel report.
Whether for compliance-related, technical, leadership-based, or safety training, the TRMS combined with the integrated training matrix creates a company-wide road map for all professional development needs.
Add or Change Training Requirements with a Click
Our advanced Training Matrix feature allows you to quickly and easily customize training for each role and location in your company. All you have to do is enter a list of unique company roles (e.g. Driver) and a list of required training topics (e.g. WHMIS 2015 and TDG). Our system will use this information to automatically generate a training matrix for your company. To assign training to roles, simply click on the boxes where the role and required training intersect. It’s that easy!
Want to set training requirements not only by role but by location as well? No problem. Our system allows you to drill down into your company to customize training requirements by location in addition to role. So even if, for instance, drivers in one location need long-haul training but drivers in other locations don’t, our system can handle it.
Want to stipulate which courses you will accept for each training topic? We have you covered! You enter the training topic (e.g. First Aid) then choose which training provider (e.g. ABC Inc.) and format (e.g. classroom) you will accept. Only training that meets these requirements will be accepted.
The Safety Cloud software will also automate notifications for expiring courses to workers, managers, and system administrators. This way, everyone knows where each department, region, or location stands in terms of compliance for their training requirements.
Training Gap Analysis Reporting
When the Training Record Management System and Training Matrix combine, the system’s powerful algorithms can identify all required training programs for any individual and compare it against his/her completed online and classroom training. This creates a detailed gap analysis report so that you can quickly identify what regions, departments, divisions, work sites, or even individual employees are behind on their training requirements and what specific courses are missing.
Once you have assigned required training to all employees, it’s important to follow up to ensure that training is completed. With just one quick click of a button, you can run a training gap analysis report to determine which individuals are behind in their training. This Microsoft Excel formatted report provides details of the individuals’ first and last name, their company location, and the training topic(s) that needs to be completed.
Automate Management of Company-Wide Training
Match Titles to Training Requirements
Enter your company's roles and training topics, by department, location, city, province or any other way you can slice and dice it!
Select a Bundle of Training Courses
Specify which of our 650 online courses that satisfy the training requirements. You can add training from any provider.
Assign Training as Required or Optional
Set training as required or optional bvased on an employee's company role, location, existing training certifications, or past experience.
Automated Notification System
There are multiple layers of automated notifications integrated in the Training Matrix, including email notifications for expiring tickets.
These notifications automatically go to all employees who have tickets that will expire in 90 days or have already expired. Notifications also go to each manager or supervisor to let them know what employees have expiring tickets.
Best of all, assigning any new online training requirements will instantly notify each user assigned that course that it is available. Login instructions will be provided right in the notification email.
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