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.
Download ReportTranscript 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Sunday 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Add or Edit Departments Documents may be assigned to various departments This helps organize documents and Improves search capabilities www.SundayBizSys.com Sunday Business Systems Define Employee Types Employee types help organize employees into groups Improves organization and search capabilities www.SundayBizSys.com Sunday Business Systems Define Training Class Categories Helps organize or group training classes Improves organization and search capabilities www.SundayBizSys.com Sunday Business Systems Define Training Class Types Helps organize or group training classes Improves organization and search capabilities www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Enter your Company Information Used in specific reports www.SundayBizSys.com Sunday Business Systems Select the Revision Format Different revision formats may be selected Lettered revisions Numbered revisions Note: Change must be saved before continuing www.SundayBizSys.com Sunday Business Systems 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) www.SundayBizSys.com Sunday Business Systems Define Employee Training Requirements For Training Management, enter any employee specific training requirements www.SundayBizSys.com Sunday Business Systems Set-up User Privileges Defines access levels for users www.SundayBizSys.com Sunday Business Systems Add or Edit Document Approval Loops Once employees have been added Enter the Approval Loop Name Select employees from the list www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Sunday 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 www.SundayBizSys.com For the demo version, use Employee: Admin Password: admin Sunday Business Systems Using the Document Control manager Process flow-style navigation buttons Related reports, forms and functions www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Document Approvals The Approval Loop populates the required approvals Electronic sign off for approvals or rejections www.SundayBizSys.com Sunday Business Systems Document Group Group related documents together for easy reference www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Email Lists Choose the email list to notify when a new release is made www.SundayBizSys.com Choose the email list to notify when all approvers have approved a document revision Sunday Business Systems Revision Requests Request a new revision, document a problem, or close an open issue www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems Saving electronic files in GC 2007 In addition to the hyperlink to the electronic file, you may store the complete file in the database www.SundayBizSys.com Sunday Business Systems Convenient features Date selection calendars www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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 www.SundayBizSys.com Sunday Business Systems 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.