Original Date: 04/26/2004
Revision Date: 01/18/2007
Best Practice : Quality System Training Record Database
In 2003, United Defense, L.P. Armament Systems Division Aberdeen implemented a Quality System Training Record Database. This computerized database provides a live, interactive system for documenting and auditing employee qualification standards obtained for each job or skill learned.
Historically, United Defense, L.P. Armament Systems Division (UDLP ASD) Aberdeen maintained individual paper records or binders for all employees on each qualification standard (QS) accomplished for a particular job or skill learned. Individual QS paper records had the potential of being lost or misplaced which, if lost, required the re- creation of the lost record. While a database had been maintained to compile records of accomplishments, each QS required manual entry by staff assistants. Floor personnel did not have access, and no easy method existed to search for employees trained for a particular job. Additionally, without original documentation of QSs, completed training could not be verified.
UDLP ASD Aberdeen rotates each of its 100 employees to a new job within the manufacturing process about every 18 to 24 months to learn a new skill. On average, an employee’s QS binder could contain 20 to 40 records. QSs are specifically designed for each job, and identify skill areas and role responsibilities as well as elective and mandatory requirements. Continuing to improve and learn new job skills within the manufacturing process is part of the promotion process for all employees. In 2003, UDLP ASD Aberdeen developed and implemented the Quality System Training Record Database a more reliable and versatile computerized database to maintain training records and QSs. The new database is a fully computerized, interactive system which allows access of floor personnel. It has eliminated the need for overhead administrative support in keeping and updating QS records, and prevents unqualified trainers from approving others in the training process. It has also eliminated concerns of lost paper records because all training documentation is maintained in the database, and all entries are entered directly by the trainers.
UDLP ASD Aberdeen’s Quality System Training Record Database allows for system queries by either employee or skill, helped identify those employees who need skills for rotation to other jobs during heavy workloads, and aids in auditing and required ISO compliance demonstrations.
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