as the title suggests, I want to create training records within Breww. My thinking is that i create cleaning processes that are actually SOPs (for production, lab, warehouse, health and safety etc) and then have those triggered once a year for training and refresher training purposes.
I have already created a huge list of these processes. The issue is that once they get triggered they will show up completely randomly on the production screen under the pending cleaning and maintenance records. It will be difficult for staff to find the record and tick off that they have been trained or refreshed against the procedure.
at the moment one could bring the processes in order by having them triggered on different days, so for example on 1 January 2025 the first one on 2 Jan the second one and then they will show up in order on the production screen. However this then will take literally months until all processes have been triggered, as we will have probably over hundred of SOPs. A way around that would be to have it triggered by time, so for example
Process A triggered on 1 January 2025 at 00:00, process B at 00:01 and so on. then all procedures would have been triggered after 100 or so minutes after midnight and they would be all in order. the issue is that when selecting a time based usage of a procedure/equipment you cannot select a time but only a day.
adding the time these processes and when they get triggered would essentially resolve this issue
under readings required i enter
name trained?
name refreshed?
name observed?
for every person who needs to be trained against the procedure
have that procedure triggered once a year
now it shows under the production screen cleaning and maintenance records
now i can upload under that triggered procedure an up to date pdf with that sop and train/observe staff against it. they can then tick the box beside their name
once i complete the procedure it cannot be changed anymore and the training against that procedure is complete
i kill two birds with one stone for SALSA: annual review of all procedures/policies/documents and annual refresher training against those documents
I think managing training records (and SOPs) in Breww is an excellent idea. If it wasn’t for the poor optics, setting up a staff member as a piece of equipment might be a neat way to do it. So you could set up your (re)training on a schedule for each of them. Probably manually trigger for new starts. It would be for their trainer to mark this as complete when done. The history (and due training) would show up for the person (piece of equipment). Easy to find.
But rather than overloading the current C&M record system, I wonder if it would be better to make a request for the specific feature - C&M pretty much does what’s needed, like you say, but would, with a change of terminology, be almost ideal.
Only issue (and I guess this is why you need to do it this way around): I can see what processes have completed on a piece of equipment, but there doesn’t seem to be a log the other way - i.e. see (from a base process) what equipment it’s been applied to. I can see where the process is due, but not its history. Or have I just missed this?
yes you can see this because you would add a schedule for an equipment
so for example employee tom needs to be trained against the hygiene policy and against the mashing in procedure. now you create an equipment called “tom”.
when you go to the process “hygiene policy” you can trigger that process against the equipment “tom” on 1.1.2025 for example. this now gets triggered at the date and tom can be trained against it.
this enables you to only trigger for the employee relevant procedures, e.g. office staff member christian does not need to be trained against the mash in procedure so you just would not add a schedule under this procedure to be triggered for tom.
if you now get audited and the auditor asks you how you can evidence that tom was trained and refreshed against the mash in procedure you first of all check under tom whether he even needs training against that procedure (you should know this anyway because he is a brewer) so now you view the equipment “tom” and look for the mash in process that has been triggered on 1.1.2025
now as you rightly said, tom can complete the process (it has been shown to him ) but only once he has been observed and the trainer is confident he can do it will it get signed off by the trainer.
i hope that makes sense and i think your idea with setting up employees as equipment is brilliant. maybe the Breww guys can just add a section under equipement calling it “training record?”
Yep, it’s almost there, like I say, one issue with C&M is that I don’t seem to see (from the base process) a history of when it has been used (what it’s been used on). So if my auditor asks me who has been trained (rather than who should be, which, like you say shows up on the schedule) on SOP x I have to look at all the people / training records. I think? That’s ok, but ideally, I’d like to go to the base process for SOP x and see its history of “execution”.
I’d like to upload a document against the base process - I don’t think I can? … uploading a new one if I revise the SOP. This doesn’t just apply to a training usage, but feels like it should be there for all C&M processes. Uploading documentation for the record is fine (proof it was satisfactorily completed / QA checks / whatever), but my SOP really should live on the base process, shouldn’t it? I know I can add a link to an external document, and maybe this is good enough, but I’d like to keep them in Breww.
Also I don’t like calling colleagues “equipment”
This is starting to look like a bunch of small FRs. Sorry.
Sorry that I’m late to the party here; it looks like there have been lots of interesting ideas here!
I agree that the Cleaning and Maintenance section of Breww has a lot of overlap with staff training records, but I fear us trying to piggyback a “Training” feature on it, might just result a worse C&M feature and worse training feature.
I don’t want to close this thread as there may well be more good ideas around this to discuss, but it’s not quite a feature request at the moment, so I’ve moved it to the help section. This thread can have further ideas on how to exploit the existing Cleaning and Maintenance feature for training until we have a “proper” training feature in place.
I’d suggest opening a feature request for a “Training portal” feature, so we can look to build this properly. There are probably also some other great suggestions in here that can become their own feature requests, such as the file uploads, more on record history, etc.
