What is in the file
| Sheet | What it holds |
|---|---|
| Settings | The level scale and the refresh interval in months (12 by default, our own example). Change both to match your procedure. |
| Matrix | Up to 40 people and 15 operations. Pick a level 0 to 3 per cell. Under the matrix, two counts per operation: people at level 2 or 3, and people at level 3. |
| Training record | One row per training: person, operation, training date, trainer, how trained, the date competence was checked and by whom. The next refresh date and a status fill in by formula. |
| Examples (FICTIONAL) | A filled matrix and record with made-up names and dates. Delete them before use. |
The level scale
Our own example scale, not from a standard. Edit the text on the Settings sheet if your procedure uses other levels.
| Level | Meaning |
|---|---|
| 0 | Not trained |
| 1 | In training: works only with a trainer |
| 2 | Trained and checked: can work alone |
| 3 | Can work alone and can train others |
How to use it
- List operations as people do them, for example the names on your work instructions, not job titles.
- Back each level 2 or 3 with a record: a training date, the date competence was checked and who checked it.
- Look at the counts per operation: worth a check when only one person is at level 2 or 3 for an operation, for holidays, sickness and shift changes.
- Plan refreshes from the record: the next refresh date is the check date plus the interval on the Settings sheet.
- After an 8D or a process change, worth a check: does the change need retraining, and is it in the record? See the D7 prevent recurrence guide.
Status in the training record
The status column reads: No training date, Trained, not checked yet, Trained and checked, or Check dates (when the check date is before the training date). It only knows the dates you enter.
Your own procedure and your customers decide which operations need a training record and how often training is refreshed.
Related
- Internal audit plan and report: what to put in them
- Layered process audit checklist
- Control plan template
- Training effectiveness check record (Excel)
- CAPA form template
- Free 8D and quality tools
Advisory template, in English. Not a customer decision.
Preparing for an ISO 9001 audit? Try the free Audit readiness self-check (ISO 9001).