Add a Training Programme
The Training Module in Safefood360° is designed to allow Users to set up, plan and record Training Programmes required to meet GFSI and other Food Retailer Standards. The Training Module is integrated within other Modules throughout the System and facilitates the building of bespoke Training Programmes catered for individual Employees, their Job Descriptions, Roles and Responsibilities. Training Records cannot be added as stand-alone Records in the Training Module, which means that Training Programmes must be created first.
Follow the steps outlined below to create a Training Programme.
Image: Navigate to 'PRP Control>Training' and Click 'Add Programme'
Image: Blank 'Details' Workflow
1. Name: Give your Training Programme a name. [Mandatory]
2. Description: Provide a brief description of the Training Programme.
3. Trainer: You should select an Employee if the Training will be completed internally, or a Supplier if the Training will be completed by an external contractor/supplier. [Mandatory]
To select a Trainer, click on the dropdown arrow, expand the required folder, source the Trainer's name and click on it until a grey background appears. You can then click 'Select' to add them to the Training Programme.
Image: Selecting a Trainer
4. Add Line: Click 'Add Line' to add more Trainers. It is a good idea to have more than one Trainer that is qualified to carry out each of the Training Programmes.
5. Remove Line: Click the red 'X' button to delete a Trainer. You will be asked to confirm your choice in a popup window.
6. Location: Enter the name of the Location of where the Training will be carried out. This could be a room name, or even 'Virtual' or 'Online' if the Training will not be carried out in Person.
The Location entered here will be pulled into the Training Record but you will be able to change it if needed at the time of the Training Session.
7. Duration: Enter the expected duration of the Training Programme. You should use the dropdown arrow to specify if the entered Duration is in minutes, hours or days.
The Duration defined here will be pulled into the Training Record but you will be able to change it if needed at the time of the Training Session.
Image: Duration Dropdown
8. Risk Criteria: Here you will see the 'Criteria' from the Risk Assessment Model embedded in the Training module. The Safefood360° default Risk Assessment Model is a simple, one-criteria-based Risk Assessment Model, however, you can replace this with a customised Risk Assessment Model that is based on one or more criteria and ask the support team to embed it for you into the Training module. See the following article for more information on adding a Risk Assessment Model and how to request a change from the Technical Support Team.
9. Risk Value: The 'Risk Value' is a dropdown containing all of the options added for each of the Risk Criteria in a Risk Assessment Model. It will display the specific Risk Criteria Value and the associated numerical Risk Value in brackets. For the default Safefood360° Risk Assessment Model, you will select from the Risk Value options of None (1), Low (2), Medium (3) and High (4). Click on the dropdown arrow to select the Risk Value. [Mandatory]
10. Total Risk: The 'Total Risk' is the calculation of your overall Risk using the Risk Values provided. 'Total Risk' is calculated for each separate criterion in the Total Risk column, and overall colour coded 'Total Risk' calculation is displayed at the bottom of the Risk table, along with a description if one is available.
11. Attach/Link: The 'Attach/Link' column allows you to attach an external Document directly from your device, or link a URL to give justification for the risk selection for this Training Programme.
Attach: To attach an external Document click 'Add Attach' and then the three white dots in a blue background to access the files on your device. Select the required file to add it to the system, then click 'Upload' to add the file to the Programme. If needed, you can delete the file by clicking the red 'X' button and confirming your choice in the Confirmation pop-up window. Multiple files can be attached for each individual Risk Criterion by clicking 'Add Attach' for each new file.
Link: To attach a URL link, click 'Link'. You will then be prompted to enter a URL link. Once you have entered or pasted the URL link, the 'Name' will be automatically populated, depending on the URL type. The name field is fully editable and whatever you enter in the 'Name' field will be displayed in the Programme. If needed, you can delete the link by clicking the red 'X' button and confirming your choice in the Confirmation pop-up window. Multiple links can be attached for each separate Risk Criterion by clicking 'Link' for each new file.
12. Report: The 'Report' is an open text field for providing further details on the justification for the risk selection. Each criterion will have its own Report field to ensure that relevant information is entered in the required sections.
13. Learning Objectives: Define the Learning Objectives of the Training Programme. The Learning Objectives can only be viewed at the Programme Level - they will not be pulled into the Training Records and as such, are intended to be reference points only.
14. Content: Define the Content that should be covered in the Training Sessions. The Content can only be viewed at the Programme Level - it will not be pulled into the Training Records and as such, are intended to be reference points only.
15. Periodic Review: You can tick the box to 'Enable Periodic Review' for this Training Programme. The Programme Review will be created in the 'Management>Management Review' module when the time comes. Follow on to Step 3 - Configure the Periodic Review for more details.
Image: Completed 'Details' Section of the Training Programme
Within the Details section of the Training Programme, you have the option to 'Enable Periodic Review' for the Training Programme. The Periodic Review Scheduler will prompt Training Review Records to generate automatically in the 'Management>Management Review' Module at the specified dates. See below on how to configure the Periodic Review.
To enable the Periodic Review tick the white box and complete the configuration as described below.
Image: Periodic Review Disabled
Image: Periodic Review Enabled, Send Email Notification Disabled
Image: Periodic Review Enabled, Send Email Notification Enabled
1. Enable Periodic Review: Tick the box to Enable the Periodic Review.
If you do not wish to Enable the Periodic Review, leave this box unticked and move on to Step 4 to continue the Training Programme setup.
2. Start Date: Using the calendar field, select the Date you wish the Training Programme Review Record to be created on, or completed for the very first time. This date will be the basis for your other Review Records created via the Periodic Review set-up.
3. Repeat Every: Use the open text field to enter the number, and the fixed dropdown for the frequency, e.g. Years, Months, Weeks, etc., to detail how often you would like the Review Record to be generated.
4. Action Notice: The Action Notice can be set to prompt the system to generate the Review Record on or before the Start Date selected. The option of the numbers of Days in the Action Notice will depend on the frequency selected within the 'Repeat Every'.
5. Send Email Notification: Within the Periodic Review configuration section, you have the option to enable the 'Send Email Notification' or leave it turned off. The 'Send Email Notification' prompts the system to send an email to the selected User when the Review Record has been opened. Tick the box to enable the 'Send Email Notification' functionality.
6. User: When 'Send Email Notification' is enabled, the User selection will become visible. By default, the system will populate this section with the name of the User creating the Training Programme. However, if needed, the User can be changed by clicking the dropdown arrow and selecting the required User. Once the required User has been sourced, click on their name until a gray background appears and click 'Select'.
Image: Selecting a User for the Email Notifications
7. Add Line: Click 'Add Line' to add more Users to receive the email notifications for Review Records created via the Periodic Review Scheduler for this Training Programme.
8. Remove Line: Click the red 'X' button to remove a User from the list and confirm your choice in the confirmation pop-up window.
Image: Completed Periodic Review Setup
Image: Blank Content Workflow
1. Requirements Description: List the content requirements for this Training Programme.
2. Add Line: Click 'Add Line' to add more requirements.
3. Remove Line: Click the red 'X' button to delete a requirement line. You will be asked to confirm your choice in a pop-up window.
4. Procedure: If you would like to link Procedures or other Documents that should be used during the Training Sessions, you can attach them here. The Procedure(s) attached here will appear as viewable files in a Training Record. To select a Procedure, click on the dropdown arrow and select a Document from the Documents module. Click 'Select' to add it to the Programme.
Image: Add a Procedure Document
5. View: The 'View' column becomes populated with a blue hyperlink once the Programme is saved for the first time. When you access the Programme again via 'Actions>Edit' to view the Programme Details or make any changes, you will be able to click the 'View' button for a preview of the selected Document in a pop-up window.
6. Add Line: Click 'Add Line' to add multiple Procedure Documents.
7. Remove Line: Click the red 'X' button to delete a Procedure Document line. You will be asked to confirm your choice in a pop-up window.
Image: 'View' Hyperlink is Visible Once the Programme Has Been Saved for the First Time
Image: Completed 'Content' Section of the Training Programme
Image: Training Review Checklist Section
1. Checklist: This is the checklist that will be presented at the 'Training Review' workflow stage of the Training Record. By default, this is prepopulated with a System default Review Checklist, however, you can select a different checklist if required by clicking on the dropdown arrow. You can select from you pre-built checklists in the 'My Checklists' folder, or if you want to use the System checklist, you can find it in the 'System Checklists' folder.
Image: Selecting from 'My Checklists' and 'System Checklists' Folders
Image: Selecting from 'My Checklists' Folders
Image: Selecting from 'System Checklists' Folders
2. Add Line: Click 'Add Line' to add multiple Checklists.
3. Remove Line: Click the red 'X' button to delete a Checklist line. You will be asked to confirm your choice in a popup window.
Image: Blank Competency Assessment Workflow
1. Examination Question: Use the open-text field to enter Examination Questions that you will require the Trainees to answer. The Answers can only be 'Yes' or 'No' so you should ensure to configure your questions for Yes/No answers. [Mandatory if an Examination Answer has been selected]
2. Answer: Configure the correct answer for the Examination Question. Click on the dropdown arrow to select 'Yes' or 'No'. [Mandatory if an Examination Question has been added]
Image: 'Answer' Dropdown Options
3. Add Line: Click 'Add Line' to add multiple Examination Questions.
4. Remove Line: Click the red 'X' button to delete an Examination Question line. You will be asked to confirm your choice in a pop-up window.
5. On-the-Job Assessor: Click on the dropdown arrow to select an Employee who will be assessing the Trainees while they are on-the-job, i.e., someone who will ensure that the Training Programme requirements will be followed in practice.
Image: Selecting an 'On-the-Job Assessor' From Master Data
6. Add Line: Click 'Add Line' to add multiple Assessors.
7. Remove Line: Click the red 'X' button to delete an Assessor line. You will be asked to confirm your choice in a pop-up window.
Image: Completed 'Competency Assessment' Section of the Training Programme
Image: Save the Programme
1. Save: Click 'Save' to save the Programme and move it to the 'Programmes' tab.
2. Cancel: Click 'Cancel' to cancel your progress and discard any changes.
Image: A Saved Training Programme
Image: A Training Programme in the 'Programmes' Tab
The Training 'Plan' tab will only be populated when Training Programmes are linked to Employees in the Employee setup page in Master Data. Click here to learn more about creating Training Plans.
Image: Training 'Plan' Tab Empty - No Training Plans Configured for Employees
Image: Training 'Plan' Tab Populated - Employee Training Plans are Configured
