CurranT Software - Training Register
Database Function Overview
- Record and Plan Induction and Training Sessions
- Report on Individuals or Courses
- Overdue Inductions Reports
- Planned Training Calendar
- Monitor Subcontractors and / or Work Groups
- Store Copies of Licences, Certificates, etc within the database for instant access across your network
- Store PowerPoint Presentations and other documentation with the Course Record
- Monitor Distribution of Safety Flashes and Safety Topics
- Warns of expiring inductions, medicals, licences, etc 40 days before expiry.
- Multiple User, Network Friendly
Database Use
The following is a brief introduction to some of the functions of our Induction and Training Register.
Employee List
The Employee List records the name, Employment Classification and Employment Group for each employee.
You can also attach any related documents to the Employees record, e.g., a photo, resume, or Training List from previous employment.
Induction/Course List
The Induction/Course List records what the training is for and how long it is valid for. It can also store or link to any documents related to that course, e.g., Course Handouts & Question Sheets, PowerPoint Presentations, and Course Evaluation Sheets. For all internally delivered training, this is a time saving and convenient method of storing and distributing these files.
In the notes section we can list such things as pre-requisite training, notes on costs, PPE requirements, etc.
Inductions can include such things as Medicals, Drivers Licenses, Insurance Declarations and any documentation process you wish to monitor and record.
For items that do not expire, use 1000 in the Valid For (weeks) field, and the reporting functions accept that these items do not expire.
Unclassified Inductions
Each time you add to either the Employee List or the Inductions/Courses List, the database combines the records of these 2 lists and links ALL Employees to ALL Inductions & Courses in an internal table called Induction Required Status.
Each linked Employee/Induction & Course record starts with a default value of Unclassified. You need to review this status and decide for each employee, whether he/she is Required or Not Required to complete each individual induction/course.
Reviewing the Unclassified Inductions can be quickly achieved using the Employment Classifications, where all employees of a particular classification can have their Induction Required Status set at the same time. Or each employee can be set individually.
All the linked Employee/Induction & Courses that are now classified as Required, result in those employees being listed in the Overdue Inductions report.
Overdue Inductions
The database uses the Induction Required Status and the Valid for (Weeks) field in the Induction List to generate the Overdue Inductions List.
If the employee has never completed a Required induction, he/she appears in the Overdue Inductions Reports.
The database calculates (from the date of any Training Session and the Valid for (weeks) field),the date when any Induction needs to be repeated. To allow for planning of the training sessions, expiring training appears in the Overdue Inductions Reports 40 days before the actual expiry date. The actual expiry date is shown in the report.
Sessions
To record employees as having completed any particular induction, we add a Training Session(s) for each induction. The Session records the Date and Location for that session. In the Notes session, we can add such things as the number of places available, what you need to bring along to the session, who the presenter is and contact phone numbers, etc.
Session Participants
Once a session has been added, the database can produce the Session Participants Request memo. This memo can be used to communicate between Training/Safety resources and Supervisory staff to nominate participants and/or record attendance at the Sessions. The memo lists all employees who are due for the required training, and asks that the recipient nominate those who are available for the training.
In many circumstances, you won’t need the memo and you can just nominate the Participants in the database without using it.
Once Session Participants have been nominated, the database can be used to confirm that the nomination has been accepted using the Session Participants Notification Memo.
Training Calendar
The Training Calendar can look ahead (or back) and show what Training Sessions are planned, and who the nominated participants are, for any given Calendar Month.
A printed version of the Training Calendar can be used for display on notice boards or to communicate with Labour Planning Resources.
Reporting
Many reports are available throughout the database.
Typical Month End Reporting to management and clients:
The Overdue Inductions Report highlights all expired and/or not completed training.
The Training Activities Report shows what occurred between any 2 dates.
Other General Reporting functions include:
Employee Status shows Training Status of any selected individual.
Induction Status shows who is currently trained in any selected inductions. This can be filtered by any Employment Classification or Employment Group.
Report Filtering
Most reports can be filtered in a variety of ways to include/exclude required records. Any filter used is displayed on the top of the report.
Filtering Examples:
If one of your subcontractor companies has employees with expired training, you can filter the Overdue Inductions Report to just show that companies records to them. Any filters used are displayed on the top of the report.
You have a shutdown at ABC Casting Plant. The supervisor needs to know how many Electricians are currently inducted in the Site Entry Induction for that Plant. By using the Induction Status Report, selecting the ABC Casting Plant Site Entry induction, then filtering by Employee Classification, you can generate the required report in < 1 minute.
Training History
If any employees who leave your employment, change their employment status from N (Normal) to (T) Terminated.
If any Training Courses are no longer needed, uncheck the relevant Current Checkbox.
These 2 methods ensure all Training History is kept, but Terminated Employees and Courses No Longer Required do not appear in normal reporting and data entry functions.
The database does not allow you to delete Employees or Inductions/Courses.
History of Terminated Employees or an Induction that has been marked as No Longer Required can be viewed by temporarily changing the Employment Status of the employee or re checking the induction as Current.
Monitoring Subcontractors
Many companies are responsible for ensuring that their subcontractors maintain appropriate training.
By setting up the subcontracting company as an Employment Group, you can monitor and report on their training status.
Alternatively, through your contractual requirements you could require them to maintain their own database and report to you on a monthly basis. Using this Training & inductions Register, data maintenance and report generation becomes a very simple process that even small companies should undertake.
Safety Flashes/One Page Lessons
Many industries and clients issue Safety Flashes or One Page Lessons that need to be delivered across all employees and subcontractors. With crews working in different locations, on different shift or away on holidays, ensuring everyone views the information can be a cumbersome process.
By setting these Safety Flashes or One Page Lessons as inductions in the database, storing the document in the database you can easily manage this process.
Using this system, when you start a new employee, it is a simple process to pick up all recent Safety Flashes and cover them with the new employee.
If you are required to report on the delivery of these items, this too is a very simple process.
Multi User Functionality
The Database is multi user friendly.
Each Data Entry Module requires a licence per PC. Multiple users on that one PC are allowed.
No licence fee is applicable to the Inquires Only Front End that can be installed on as many PCs as required.
Should more than one Data Entry Module be required, licence fees are applicable for each copy.
For Multi User applications, the Data File (Back End) needs to be installed on a shared network drive.
System Requirements
Computer and processor : 500 megahertz (MHz) processor or higher
Memory : 256 megabyte (MB) RAM or higher
Hard disk : <40mb Total. Depending on installation, some of this will be on Drive C and some on a shared network drive.
Display : 1024x768 or higher resolution monitor
Operating system : Microsoft Windows XP with Service Pack (SP) 2, Windows Server 2003 with SP1, or later operating system1
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