CEBOS HR/Training Module Operation PDF

Page 1 of 4 Document Number: Revision: Document Name: Effective Date: 015878 4 CEBOS HR/Training Module Operation 03/01/18 1. Pu...

Page 1 of 4 Document Number: Revision: Document Name: Effective Date: 015878 4 CEBOS HR/Training Module Operation 03/01/18 1. Purpose: This Work Instruction provides specific operational guidance to users of the CEBOS HR/Training Module. 2. Scope: Adding, Editing and Linking Employees, Titles, Training Roles, Skills, Skill Types and creating Training Events processes are covered in this Work Instruction. 3. Responsibilities: 3.1. Director of Quality and Regulatory 3.1.1. Is the Process Owner 3.2. Training Coordinator 3.2.1. Coordinates the Company Training Program and is Process Owner designee. 3.2.2. Created and maintains this work instruction. 3.2.3. Trains department Training Administrators to the requirements of this work instruction. 3.2.4. Provides assistance and coordination for all department Training Administrators. 3.3. Training Administrator (department) 3.3.1. Operates the CEBOS HR/Training Module using this work instruction. 3.3.2. Provides Employee status/changes and new or revised Job Descriptions to HR in real time. 3.3.3. Links Skills to Skill Types, Training Roles and employees requiring training. 3.3.4. Schedules training events and records results. 3.4. Human Resources Department 3.4.1. Enters and maintains Employee data, Titles and Job Description links in the HR/Training Module. 3.5. Department Manager 3.5.1. Ensures their department carries out responsibilities outlined in DMS #015878, #1006, and #1009. 3.5.2. Approves Training Event Types and/or Training Events where required. 3.5.3. Selects individuals within their department to receive the role of Training Administrator. 4. Reference Documents and Forms: 4.1. Competency, Awareness and Training (DMS#1009) 4.2. CEBOS HR/Training Module Software Validation Protocol (DMS #015765) 4.3. CEBOS HR/Training Module Software Validation Protocol (DMS #015796) 4.4. CEBOS HR/Training Module Software Validation Protocol (Training Events) (DMS #015829) 4.5. CEBOS HR/Training Module Software Validation Protocol (Addendum #1) Report (DMS #016202) 4.6. Document Naming Convention (DMS#2420) 4.7. Document Content Requirements (DMS#1026) 4.8. CEBOS HR/Training Module Software Validation Protocol (Addendum #2) (DMS #016350) 4.9. CEBOS HR/Training Module Software Validation Protocol (Addendum #2) Report (DMS #016373) 4.10. CEBOS HR/Training Module Software Validation Addendum 3 Summary Report (DMS #016749) 5. Definitions: 5.1. HR – Human Resources. 5.2. Employee – Individual employed by Putnam Plastics. 5.3. Employee Title – Position held by one or more employees. 5.4. Training Role – Or “Role” is a grouping of Skills and Skill Types. Main Role always matches Employee Title. 5.5. Skill – Defines capabilities required to perform a task. A controlled document is a skill and may contain skills. 5.6. Skill Type – Groups Skills together. 5.7. Training Event Type – Defines training methods (classroom, OJT, etc.) and specifies if training requires approval. 5.8. Training Event – Tracks actual training from scheduling through execution. 5.9. Training Event Log – The actual record of training execution. 6. Safety Precautions: 6.1. None Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 2 of 4 Document Number: Revision: Document Name: Effective Date: 015878 4 CEBOS HR/Training Module Operation 03/01/18 7. Process: 7.1. Add an Employee (HR) 7.1.1. Log into CEBOS Elements MQ1 and select Employees from the Training menu. 7.1.2. Click on the “plus” icon to add a new employee. 7.1.3. In the “Person Base” section, add a first name, last name and email. 7.1.4. In the “Employee Information” section, enter an Employee Title and Code. 7.1.5. In the “Operations” section, attach Employee Signature Record and Photo. Click “Save” to an Active state. 7.2. Add an Employee Title (HR) 7.2.1. Log into CEBOS Elements MQ1 and select Employee Titles from the Training menu. 7.2.2. Click on the “plus” icon to add a new Employee Title. 7.2.3. In the “General” section, enter an Employee Title Code and Employee Title. 7.2.4. In the “Job Description” section, upload a Job Description and enter the last review date. 7.2.5. In “Review Frequency”, select a frequency. 7.2.6. Save the Employee Title to the “Active” state. 7.2.7. In the “Training Role” section, verify that a Training Role exists and that it matches the new Employee Title. 7.2.8. Close the Employee Title record. 7.3. Generates Employee Training Reports (TRAINING ADMINISTRATOR) 7.3.1. Log into CEBOS Elements MQ1 and select Employees from the Training menu. 7.3.2. Enter the name of the employee you’d like to view into the search field. 7.3.3. Click on the employee’s name to enter the “Details” page. 7.3.4. Click on the “print” icon at the top of the screen. 7.3.5. To view an employee’s complete training history, select “Employee Training Records” under “Reports” on the left-hand sidebar. (Training Records will show all Previous /Current Revisions on each skill.) 7.3.6. To view an employee’s training progress for their specific Training Role(s), select “Employee Qualification Card” under “Reports” on the left-hand sidebar. 7.4. Add a Skill Type (TRAINING ADMINISTRATORS) 7.4.1. Log into CEBOS Elements MQ1 and select Skill Types from the Training menu. 7.4.2. Click on the “plus” icon to add a new Skill Type. 7.4.3. Enter a Skill Type Code and Skill Type. 7.4.4. Save the Skill Type to the Active State 7.5. Add a Skill (TRAINING ADMINISTRATORS) 7.5.1. Log into CEBOS Elements MQ1 and select Skills from the Training menu. 7.5.2. Click on the “plus” icon to add a new Skill. 7.5.3. Enter a Skill Code, Skill Type and Skill. 7.5.4. Save the Skill to the Active State 7.6. Add a Training Role (TRAINING ADMINISTRATORS) 7.6.1. Log into CEBOS Elements MQ1 and select Training Roles from the Training menu. 7.6.2. Click on the “plus” icon to add a new Training Role. 7.6.3. In the “General” section, enter a Training Role Code and Training Role. 7.6.4. Save the Training Role to the “Active” state. 7.7. Add a Training Role to a Skill (TRAINING ADMINISTRATORS) 7.7.1. Log into CEBOS Elements MQ1 and select Skills from the Training menu. 7.7.2. Select your targeted Skill and open the Skill details screen. 7.7.3. Click on the “plus” icon in the Training Roles section to add a Skill to a Training Role. 7.7.4. Save the Training Role Skill to the “New” state. Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 3 of 4 Document Number: Revision: Document Name: Effective Date: 015878 4 CEBOS HR/Training Module Operation 03/01/18 7.7.5. Save the Skill to the “Active” state. 7.8. Link a Training Role to an Employee Title (TRAINING ADMINISTRATORS) 7.8.1. Log into CEBOS Elements MQ1 and select Employee Titles from the Training menu. 7.8.2. From the Employee Titles Search screen, click on a Title to open the Title details screen. 7.8.3. Click on the “plus” icon in the Training Role section to add a link to a Training Role. 7.8.4. Enter a selected Training Role and Save it to the “default” state. 7.8.5. Save the Employee Title to the “active” state. 7.9. Add a new Skill and link it to a Training Role (TRAINING ADMINISTRATORS) 7.9.1. Log into CEBOS Elements MQ1 and select Skills from the Training menu. 7.9.2. Click on the “plus” icon to add a new Skill. 7.9.3. Enter a Skill Code, Skill Type and Skill. 7.9.4. Save the Skill to the Active State 7.9.5. Click on the “plus” icon in the Training Roles section to add a Training Role. 7.9.6. Select a Training Role and save it to the “new” state. 7.9.7. Save the Skill to the “active” state (overwrite the record if necessary) 7.10. Create a Training Event Type Requiring Approval (TRAINING COORDINATOR) 7.10.1. Log into CEBOS Elements MQ1 and select Training Event Types from the Training menu. 7.10.2. Click on the “plus” icon to add a new Training Event Type. 7.10.3. In the General section, enter a Training Event Type Code and Training Event. 7.10.4. Check the “Requires Training Event Approval” box. 7.10.5. Save the Training Event Type to the “active” state. 7.10.6. In the Approval Setup section, click on the link icon to add a link to an Employee. 7.10.7. Select one or more employees in the “user account” drop down list. 7.10.8. Set the Default Approval Days (usually 3 days). 7.10.9. Save the Training Event Type to the “active” state. 7.11. Create a Training Event Type Not Requiring Approval (TRAINING COORDINATOR) 7.11.1. Log into CEBOS Elements MQ1 and select Training Event from the Training menu. 7.11.2. Click on the “plus” icon to add a new Training Event Type. 7.11.3. In the General section, enter a Training Event Type Code and Training Event. 7.11.4. Be sure that the “Requires Training Event Approval” box is unchecked. 7.11.5. Save the Training Event Type to the “Active” state. 7.12. Create a Lesson Plan (TRAINING ADMINISTRATOR) or (TRAINING COORDINATOR) 7.12.1. Log into CEBOS Elements MQ1 and select Lesson Plans from the Training menu. 7.12.2. Click on the “plus” icon to add a new Lesson Plan. 7.12.3. In “Main” section, enter a Lesson Plan Title, Intended Audience, and Training Type. 7.12.4. In the “Documents” field, click the “link” to select a Document(s) from the Choose Items to Link and click “OK”. 7.12.5. Make an entry (mandatory) in the Evaluation method field in the Training Aids section. 7.12.6. To upload Training Aids, click the browse button in the Training Aid(s) field(s) and select a file(s) to upload. 7.12.7. Save the Lesson Plan to the “Active” state. 7.13. Create and Complete a Training Event (TRAINING ADMINISTRATOR) 7.13.1. Log into CEBOS Elements MQ1 and select Training Events from the Training menu. 7.13.2. Click on the “plus” icon in the Tool Bar. 7.13.3. In the General tab, select a Training Event Type. 7.13.4. Enter a Training Event Description and Start Date/Time in the respective fields. Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 4 of 4 Document Number: Revision: Document Name: Effective Date: 015878 4 CEBOS HR/Training Module Operation 03/01/18 7.13.5. Select a Required Skill Rating from the drop down. 7.13.6. Save to the “Draft” state. 7.13.7. Click on the “Attendees and Skills” tab. 7.13.8. Click the “plus” icon in the Skills Field then select a Skill from the Skill drop down list. 7.13.9. Save the Training Event Skill to the “Default” state. 7.13.10. Click the Link button in the Training Roles field and select the desired Training Role and click OK (optional). The Employees Signed-up Field will be automatically populated with the employees who were assigned that role. 7.13.11. To add employees individually, click the “plus” icon in the Employees Signed-up Field then select an Employee from the drop down list. 7.13.12. Save the Employee to the “Enrolled” state. 7.13.13. To Exempt an Employee, double click on the employee name signed up for the event. In the Training Event Attendees screen, click on the “Exempt” check box. Save the “Exempt” employee. 7.13.14. After all employees have been saved to select or exempt, click the General Tab and select a lesson plan (optional). 7.13.15. Click the state drop-down and save as “Ready for Approval”. 7.13.16. Enter the date the training was completed on into the “Completed Date” field. 7.13.17. Change the state of the Training Event to “Session Complete”. 7.13.18. Click the Training Log tab, and record the new skill rating for each trainee by double-clicking their name and rating them individually, or by selecting the rating, checking “Update All to New Rating”, and saving the Training Event. 7.13.19. Check the “Finalize Results” checkbox and “Save” the Training Event to the “Session Complete” or “Closed” state. 7.14. Change an Employees Title (HR) 7.14.1 Log into CEBOS Elements MQ1 and select “Employees” in the Training Management menu. 7.14.2 Click the search field and enter employee’s name. 7.14.3 In the Employees “Details” page scroll down Employees Information Field. 7.14.4 Click on “Employees Title” tab and select the new Title. 7.14.5 Save to “Active” state. 1. Revision History: Revision Number Date Explanation Including Change Number If Applicable 0 1/6/2016 Initial Release 1 1/12/2016 Added selection of Training Administrator responsibility for Department Manager 2 9/27/2016 Updated procedure to reflect recent changes to CEBOS (outlined in #016202) Update procedure to reflect recent changes to CEBOS (outlined in #016373), added 7.14. 3 2/22/17 To the process section, and updated 7.1. In process section. 4 2/26/18 Added an instruction for “exempting” an employee from a Training Event. Previous Revisions See revision history file in Document Control Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15