Link between document acknowledgment and people module

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robkerr Posted: Fri, Apr 17 2009 9:55

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I was asked this yesterday and didn't know the answer so here goes:

Is it possible to link someone acknowledging a document directly with their individual training record so that their record is automatically updated with this information? At present (prior to Q-Pulse) we have a manual system of signing for each document within an individuals training record and this it time consuming, laborious and not very productive! Can Q-Pulse streamline the process in this way? If not is there another approach I can take?

Regards,

Rob.

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Bubonic replied on Sat, Apr 18 2009 10:58

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I think I know where you're coming from Rob.

I've had issues along these lines for some time now. However, I'm still not convinced that whether a person signs a piece of paper or electronically acknowledges a document that it really means that they've read it or understood it!

I rely more on a mixture of examination audits and quizzes. Otherwise I suspect it really is just a tick box exercise that it is meaningless and wasteful of everyones time.

In my experience I have found that external auditors also aren't particulary insistant on these meaningless paper trails. I've seen examples where these records are only used against you when finding someone hasn't signed a sheet but they may well have read and understood the document. 

Suggest any of the works by John Seddon e.g. "Freedom from Command & Control" or "Systems Thinking in the Public Sector" and many others.

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ImtiazGillani replied on Tue, Jun 16 2009 11:49

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Hi,

I agree Bubonic, and I too have come accross the same issues, and am wary of individuals merely acknowledging documents.  I therefore see people who acknowledge the documents as not spcifically trained against a particular procedure.  For this they will have to be signed off against the SOP (set as master events). 

If there are any version updates on an SOP a notification a notification is sent to the person activating the document.  They will be advised that the current active revision has training events associated with to it and to these users require to renew training?  By selecting yes, users will have to renew the training event.

In most instances individuals who are trained in the SOP will not require retraining, and in this instance I beleive acknowledging the document is sufficient.  If retraining is required an event based on the relevent SOP is scheduled.   

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Anne Emmett replied on Thu, Jul 9 2009 16:52

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Where it is manadatory that someone is trained on a documented procedure use the training module and set it as a master record, and then a training event with a period in which everyone has to acknowledge receipt, then confirm attendance of everyone all in one go - save entering each one individually....

Alternatively use voting options on Outlook when notifying folks they need to read it.... this is covered in another forum trail....

I agree with other posts if it's just an 'I have read this' acknowledgement the inspecting bodies are very uninspired by signing off sheets..... a paper exercise.