Training documents

Training documents are part of the AODocs for Life Sciences Create package, which lets you manage document control, change management and training processes. Learn more about the AODocs for Life Sciences packages.

All Create processes are included in the AODocs for Life Sciences Grow package, which lets you manage CAPAs, Quality Events and Audits. Use the Grow package to enrich and expand your quality management system with automated workflows and processes.

Training documents contain details of required training. Trainees are assigned to Training documents and transition the Training document when they have completed the training. This provides a record of who has completed the training.

This article describes how to create Training documents. You can also find information about the Training workflow and properties.

How do Training documents integrate with other AODocs for Life Sciences processes?
Create Training documents
          Training in progress
          Training complete
          Update Training documents
The Training workflow
Training properties

How do Training documents integrate with other AODocs for Life Sciences processes?

Training documents are initiated from Documents related to Change Requests (CR). When your Change Request is closed, a Training document is created if the Training required? switch is active in a Document related to your Change Request.

Note: If you activate the Training required? switch in your related Document, you must also enter one or more people in the Trainees property.

You can’t create Training documents as standalone documents.

Create Training documents

Below is a description of how to create a Training document. Each section corresponds to a different state in the workflow, corresponding to the lifecycle of a Training document. Learn more: The Training workflow. You can also consult the full list of Training properties.

In this description of how to create a Training document, we used a Change Request that is already closed. The Change Request had a related Document in which the Training required? switch is active and the Trainees property is filled in.

When the Change Request was closed:

  • the relation between the Change Request and the Document was removed
  • a link to the Change Request was added to the CR history property in the Document
  • the Document transitioned to the Effective – Pending training workflow state
  • a Training document was created as a related item in the Document

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Training in progress

1. Open your Training document. It’s in the Training in progress workflow state.

The title of your Training document is populated using the title of the Document from which it was initiated, using this format: Training on: [Document title] - Version: 1.

For example: Training on: 050037 - pH meter calibration issues - Version: 1

The Trainees (pending) property is automatically filled in from the Trainees property in the Document from which you initiated your Training document. If required, you can add more people to the Trainees (pending) property. Learn more: Training properties.

2. As a trainee, when you have completed your training, open the custom actions menu in the Training document and select I have completed the training.

When trainees complete the training, their name is automatically transferred to the Trainees (completed) property. In the example below, John has already completed the training.

If you’re the last trainee to complete the training, the Training document transitions to the Training complete workflow.

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Training complete

When all trainees have completed the training and transitioned the document:

  • your Training document is in the Training complete workflow
  • the Trainees (completed) property lists all the trainees’ names
  • the Total completed training property indicates the number of people who completed the training
  • the related Document transitions to the Effective workflow state
  • the Training Completed? switch in the Document changes to active

The workflow for your Training document is complete.

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Update Training documents

You may need to update your Training documents frequently. The AODocs for Life Sciences processes let you keep track of each version.

When you have a Document in the Effective workflow state with a related Training document, you can trigger a review, to update the Training document.

1. Create a new Change Request.

2. As a document owner of the Document related to your Training document, press Effective and select Trigger revision.

Note: Make sure the Training Required? switch is active.

3. If required, leave a comment in the Perform Workflow action pop-up. Then press Submit. The workflow transitions to the Draft - Collaboration state.

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4. Add your Document as a related item to your new Change Request. Learn more: Change Request: Draft.

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5. Transition your Document through its workflow until it’s in the Draft - Reviewed workflow state. Learn more: Change Request: Draft. When your Document transitions to the Draft – Reviewed state, the Training complete? switch automatically changes to inactive.

Tip: You can add or remove names in the Trainees property in your Document.

6. Transition your Change Request through its workflow until it’s in the Closed workflow state. Learn more: Change Request: Draft.

When you close your Change Request:

  • your Document transitions to the Draft Effective – Pending training workflow state
  • a new version of the related Training document is created as a related item in your Document
  • the Trainees (pending) property in your new Training document is populated with the values from the Trainees property in the Document

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7. Process the Training document according to its standard workflow. Learn more: Create Training documents.


The Training workflow

The workflow below shows the states involved in creating a Training document.

Learn more about the properties in Training documents.

Training_workflow.png

 


Training properties

Below is a list of the properties available in Training documents.

All properties are filled in automatically.

Property Description
Total pending training

Total number of trainees who have not yet completed the training.

This value is filled in automatically with the number of people listed in the Trainees (pending) property.

Note: You can’t change this value manually. If you do, it is reset to the number of people listed in the Trainees (pending) property when you save the Training document.

Total completed training

Total number of trainees who have completed the training.

This value is filled in automatically with the number of people listed in the Trainees (completed) property.

Note: You can’t change this value manually. If you do, it is reset to the number of people listed in the Trainees (pending) property when you save the Training document.

Trainees (pending)

Names of the trainees assigned to do the training.

This property is filled in automatically with the names from the Trainees property in the Document from which you initiated the Training document.

Learn more:

You can add more people manually if required.

Trainees (completed)

Names of the trainees who have completed the training.

This value is filled in automatically as people complete the training.

When the last trainee completes the training, the Training document transitions to Training complete.

You can add more people manually if required.

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