Sunday Business Systems Ground Control™ Document Control and Training Manager Features and Benefits Basic Set-up Use Document Control and Training Documents and training are inter-related Standard operating procedures provide.
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Transcript Sunday Business Systems Ground Control™ Document Control and Training Manager Features and Benefits Basic Set-up Use Document Control and Training Documents and training are inter-related Standard operating procedures provide.
Sunday
Business
Systems
Ground Control™
Document Control and Training Manager
Features and Benefits
Basic Set-up
Use
Document Control and Training
Documents and training are inter-related
Standard operating procedures provide the basis for training
New documents often require training in order to be effective
Very often, document changes require additional training for effected personnel
Documenting the training for regulatory compliance can be challenging
For this reason, SBS has bundled
Document Control and
Training management
The Product
Easy to use, Menu driven
Intuitive Process flow
Requires very little training to begin using
Built using Microsoft Access
Runtime version of Access is included
No need to purchase Microsoft Access separately
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Training Module - features and benefits
Tracks training classes and class rosters
Defines employee Positions
Prerequisites, Previous qualifications
Roles and Responsibilities
Required Training for the position
Tracks training requirements
By department
By manager
By individual employee
Tracks re-certification requirements
Identifies delinquent training
Rich set of reports and analysis
Measures the effectiveness of your training management system
A full introductory presentation on the Training Module may be found from
our website http://www.sundaybizsys.com/TDB_Intro.pps
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Document Control
Complete document lifecycle management
Controls any electronic document including
Microsoft office files: Word, Excel, PowerPoint
PDF, AutoCAD, SolidWorks
Control document releases
New documents
Revisions to existing documents
Obsolete documents
Ensure approvals are documented
Capture electronic signatures
Organize Documents
Organize by Type, Department, and Owner
Group related documents for quick reference
Simple, effective reports
Measure the effectiveness of your document control system
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Business
Systems
Document Control Setup
Easy Installation
Download the demo database
Save or copy the GroundControl.accde or GroundControl.mde file to a
designated folder on your Network File Server
Once purchased, register the demo database (enter the Product Key)
Ensure all Workstations have
Microsoft Access or the free Runtime version of Microsoft Access
Read and write privileges to the designated folder on the Network File Server
Note: The above graphic is for stand alone Access databases - SQL configurations are different
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Document management set-up
Process Overview
Create Departments
Create Document categories
Create Locations
Enter employees
Create approval loops
Choose the desired revision format
Configure automatic e-mail messages
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Add or Edit Departments
Documents may be assigned to various departments
This helps organize documents and
Improves search capabilities
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Define Employee Types
Employee types help organize employees into groups
Improves organization and search capabilities
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Define Training Class Categories
Helps organize or group training classes
Improves organization and search capabilities
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Define Training Class Types
Helps organize or group training classes
Improves organization and search capabilities
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Define Document Categories
Document categories are used to group or organize documents
Improves organization and search capabilities
Find documents faster
Filter forms for appropriate document types
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Add or Edit Document Locations
Document locations
May refer to electronic copies only
May refer to physical distribution points or “Spec Books”
May refer to documents posted at workstations
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Enter your Company Information
Used in specific reports
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Select the Revision Format
Different revision formats may be selected
Lettered revisions
Numbered revisions
Note: Change must be saved before continuing
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Enter Employee Information
Enter general employee
information
E-mail address is
important for e-mail
distribution lists
Enter one or more
positions (for training
management)
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Define Employee Training Requirements
For Training Management, enter any employee specific training
requirements
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Set-up User Privileges
Defines access
levels for users
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Add or Edit Document Approval Loops
Once employees have been added
Enter the Approval Loop Name
Select employees from the list
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Define email distribution lists
Enter the list name
Provide a description for the list
Select one or more employees to define the email list
Employees and e-mail addresses must be previously entered
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Business
Systems
Managing Documents
Create new documents
Revise existing documents
Obsolete documents
Edit documents
Approve or reject documents
Release documents
Initial Login
Password protected Login
Restricts access to the program
Enables or restricts access to sensitive functions within the program
Electronic signatures
Users must re-enter their passwords to approve or reject document revisions
Select employee
name and enter
password
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For the demo version, use
Employee: Admin
Password: admin
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Using the Document Control manager
Process flow-style
navigation
buttons
Related reports,
forms and
functions
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Document Flow
Simple, intuitive document flow
The document has a status
The document revision also has a status
Document Process Flow
Create a New
Document
Document Status
Document Revision Status
New Document
Requested
Revise a
Document
In Progress
NO
Approved?
All Reviewers
approve?
Rejected
Yes
Yes
Release revision
Released
Obsolete
Obsolete
Approved
Released
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Generala new document
Create
document
Function
buttons
information
Filters display only
desired documents
Yellow fields are
required fields
Detailed
information split
into six tabs
Send Automatic
emails
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Revise an existing document
Detailed Revision
history
Revise a Doc,
request a revision, or
Obsolete a doc
Enter a Detailed
Revision description
Link to
electronic file
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Document Approvals
The Approval Loop populates
the required approvals
Electronic sign off
for approvals or
rejections
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Document Group
Group related
documents
together for easy
reference
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Create a Training Class linked to the document
Training will be
required each time a
revision of this
document is released
Creates a training
class linked to this
document
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Email Lists
Choose the email
list to notify when
a new release is
made
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Choose the email list to
notify when all approvers
have approved a document
revision
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Revision Requests
Request a new revision,
document a problem, or
close an open issue
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Approve a Document
Only designated users may access this form
Document data can be viewed, but not edited
Only documents with the status of “In progress” or “Rejected" appear on
Password
this formverification is
to to “Approved”
Status is required
changed
approve or reject
Click to approve a
once all approvers
document have approved the rev.
Click to reject a
document
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Release a document
Only designated users may access this form
Document data can be viewed, but not edited
Only document revisions with the status of “Approved" appear on this form
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Sunday
Business
Systems
Ground Control™ 2007
A separate version based on the Microsoft Access 2007
software
Background
Sunday Business Systems offers a version of Ground Control built on Access
2007 (same features with added functionality)
There are many improved features in Access 2007 that allow us to provide a
better product to our customers.
Ground Control
(Full Demo)
Ground Control
(Database Only)
Ground Control 2007
Training Management
Yes
Yes
Yes
Document Control
Yes
Yes
Yes
Manages links to
documents (electronic files)
Yes
Yes
Yes
Stores electronic files in
Database
No
No
Yes
Microsoft Access 2003 free
runtime included
Yes
No
No
Runs using Microsoft
Access 2003
Yes
Yes
No
Runs using Microsoft
Access 2007
Yes
Yes
Yes
Microsoft Access
2003
Microsoft Access 2003
Microsoft Access 2007
Feature
Built on
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Comparison
There are very few differences between Ground Control and Ground Control
2007
Same interface
Same Process flow
Same functionality
Some key improvements include:
Calendar selections for date fields
Rich test memo fields
Improved document management
Store documents directly in the database
Archive old files
Retrieve archived files with a click of a button
Store multiple documents in a single version (document group)
NOTE: The Ground Control is limited to 2GB max file size
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Saving electronic files in GC 2007
In addition to the hyperlink to the electronic file, you may store the
complete file in the database
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Convenient features
Date selection calendars
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Summary
The SBS Ground Control is a cost effective tool to
Ensure effective training compliance with
ISO 9001:2008
AS 9100
TS 16949
OHSAS 18001
ISO 14001
Manage Document revisions and releases
Manage Employee Training records and schedules
Maintain paperless quality records
Analyze performance and develop improvement strategies
Save time and effort
Download a
free demo from our website
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About SBS
Sunday Business Systems is engaged in software sales and consulting
services.
Applies Lean Manufacturing principles to Quality Management Systems
Sells affordable and efficient software solutions to help implement
ISO9001:2008 compliant systems
Document Control
Corrective and Preventive Actions
Employee Training
Control of calibrated equipment
Preventive Maintenance
Statistical Process Control
Vendor Management
Communication / Continual improvement
Provides Training and instruction
Will customize the software for specific Customer needs
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Sunday
Business
Systems
Fueling Small Business Efficiency
Visit www.SundayBizSys.com for:
•Additional information
•Free product demos
•Pricing
•Links to purchase software
© 2012 Sunday Business Systems. All rights reserved. This presentation is for informational purposes
only. Sunday Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS
SUMMARY. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or
other countries.