The Assigning Training feature is a fundamental QMS component that creates mandatory training requirements for controlled documents (Standards, Procedures, Work Instructions, Process Instructions, and Part Specific Instructions). This capability ensures personnel obtain proper instruction and certification prior to executing related quality processes, confirming that only competent individuals perform critical activities required for maintaining ISO certifications and regulatory compliance. Training can be generated through two methods: Automated training and Ad-hoc.
4.1.1 Automated Training on a QMS Document
Automated Training is a systematic method where training assignments are automatically generated during QMS document creation. When document authors configure training requirements, the system automatically assigns training tasks to designated QMS roles, ensuring that personnel receive timely notification and access to essential quality documentation training.
Navigate to the QMS tab in your 1factory dashboard. Click on the My Docs & Training tile to access your personalized training assignments.
Step 1: Review Training Assignments
Upon accessing this interface, the system presents a comprehensive list of documents requiring your training completion, displaying:
- Document number and title
- Training due date
- Current completion status
- Certificate expiration status
- Overall training progress
Step 2: Access Training Content
Select the specific training assignment you wish to complete from your training queue. Review the document content thoroughly to understand the requirements, procedures, or standards covered. Once ready to demonstrate competency, click the Complete tile located on the left side of the menu bar.
Step 3: Complete Training Assessment
Quiz Method
Complete all assessment questions using the provided dropdown menus. Select the checkbox confirming "I confirm I have completed this training" and click the Go button to submit your completed assessment
Self Assessment Method
Select "Yes" to confirm training completion and provide your digital signature as verification of competency. After entering all required information, click the Go button to finalize your self-assessment.
External Certificate Method
Click the paper clip icon to upload your external training certificate (PDF format required). This method accommodates training completed outside the 1factory system while maintaining centralized training records. Click the Go button after uploading the documentation.
Step 4: Training History Management
The training history module maintains comprehensive records of all completed training activities, including:
- Document name and associated revision number
- Original due date and actual completion date
- Certificate proof of training
- Expiration dates of the training
This automated training system ensures consistent knowledge transfer while maintaining detailed documentation required for ISO certification maintenance and regulatory audit readiness.
4.1.2 Ad-hoc Training on a QMS Document
1factory provides a flexible Ad-hoc Training feature that enables quality managers and administrators to assign training on any QMS document to specific roles or individual users outside of the standard automated training schedules. This capability is particularly valuable when immediate training is required due to process changes, corrective actions, or new employee onboarding.
Navigate to the QMS tab in your 1factory dashboard. Click on the All Training tile to access the training management interface.
Step 1: Initiate Ad-hoc Training Assignment
Within the Training Log tab, click the New Training button to begin creating a custom training assignment for your selected personnel.
Step 2: Configure Training Parameters
Complete the following required fields to establish your ad-hoc training assignment:
- Due Date: Set the completion deadline for the training assignment
- Documents: Select the specific QMS document(s) or Course(s) requiring training from your controlled document library.
- Roles: Choose the QMS roles that need to complete this training
- Users: Assign training to specific individual users as needed
- Description: Provide context and instructions for the training requirement
After configuring all parameters, click the Go button to activate the training assignment.
Training Notification Process Once you click the Go button, the system automatically:
- Sends email notifications to all assigned users
- Creates training tasks within each user's 1factory dashboard
- Tracks assignment status and completion progress
- Maintains audit records of the ad-hoc training activity
This feature ensures that critical knowledge transfer occurs promptly when process changes, corrective actions, or urgent compliance requirements demand immediate attention, supporting your organization's commitment to maintaining a competent and informed workforce.