300+ employees.
(*insert relevant industry here)
20+ work locations.
5 annual + 3 biennial HSE training and exams, all mandatory.
3 HRs, 1 LD, and 1 Safety officer.
Manageable, right?
To truly understand this challenge, we need to dive deep into what Excel management of the HSE and Compliance in any company looks like (if this hits too close to home, skip to the solution)
Data Organization: Setting up separate spreadsheets or tabs for employees, work locations, training courses, and exam schedules. Creating a master sheet linking employee information with work locations, training requirements, and exam schedules.
Training and Exam Tracking: Tracking the completion status of each employee’s required annual and biennial HSE training and exams. Using formulas or conditional formatting to highlight employees due for training or exams based on the schedule and frequency.
Location and Department Tracking: Organizing employees by their work locations and departments to facilitate location-specific and department-specific reporting. Maintaining separate sheets or tables to track training completion status at each work location and within each department.
Reporting: Developing weekly status reports using Excel’s pivot tables or dashboard features to summarize training completion status per course, location, department, and month. Creating charts or graphs to represent the data for management review visually.
Reminders and Notifications: Setting up manual reminders to notify HR, LD, and Safety officers when employees are due for training or exams. This may involve regularly reviewing the spreadsheet and sending emails or notifications accordingly.
Data Maintenance: Updating the spreadsheet regularly with new employee information, changes in work locations or departments, and updates to training and exam schedules. Ensuring that the data is consistently formatted and accurate to prevent errors in reporting and tracking.
So, the data is here, now just to coordinate the training so that no one is without the valid certification at any time for safety reasons (*insert legal repercussions here).
Steps you’re possibly taking to organize training:
Setting up a Training Schedule
Creating a detailed schedule outlining when each training session and exam will occur, and making sure that there are enough sessions throughout the year to accommodate all employees, considering the expiration dates of their current certifications.
Automating Reminders
Using Excel’s features or an external tool to set up automated reminders for employees and HR staff. Reminders should be sent well in advance of the certification expiration date to allow ample time for scheduling and completing the training.
Monitoring Expiration Dates
Keeping a close eye on the expiration dates of each employee’s certification. Prioritizing those whose training certifications are expiring soon.
Coordinating with Work Schedules
Planning training sessions to minimize disruption to work schedules. Offering multiple sessions at different times or days to accommodate employees’ availability.
Legal Repercussions
Ensuring that all training and certifications comply with industry regulations and legal requirements is vital. Non-compliance can result in fines, legal action, and damage to the company’s reputation. It’s important to stay updated with any regulation changes and adjust your training program accordingly.
Documentation and Record-Keeping
Maintaining accurate records of all training sessions, attendance, and exam results. This documentation will be crucial in case of audits or inspections.
Regular Review and Updates
Continuously reviewing and updating your training program to ensure its effectiveness and relevance. Soliciting feedback from employees and adjusting the program as needed.
AND, THE IMPORTANT PART: do regular backups.
A well-set-up Excel sheet could look like the holy grail of HSE management, but it comes at a price: the hours invested in data management, organization, and reporting.
The Challenges here are threefold:
The DATA challenge (The Excel part)
The ORGANIZATION challenge (The people part, based on the Excel part)
The PEOPLE challenge (this is what you’ll have more time to do once WAY2LRN helps with the previous two)
The initial setup:
As an Admin user, you will (independently or with the WAY2LRN team’s help):
Create organizational structure and positions
Once you choose the WAY2LRN platform you need to create your organizational structure and the positions.
Create user accounts
You can add users manually or bulk upload the list of users with their positions. Once in the system, you can easily check or change positions and modify the structure and the organigram.
Create a training depository
Creating courses is easy, all you need to do is upload your existing courses to the platform and create modules and tests. Tests have been designed as questions with multiple answers for easy use and allow more than one correct answer. Courses support uploading videos, images, and presentation slides, which you can make interactive. You can also upload additional documentation for each course.
You can set the validity period for each training, decide if it needs retaking (HSE), set the deadline, and determine whether the users need additional practical training to complete the course.
Assigning courses/training
Once you have everything on the platform, you need only assign training/courses for each role. This means that all people holding specific roles in your company have to take the same courses. In addition, you can add specific training for some employees, if needed.
Automation and reminders
The platform allows setting up e-mail reminders to notify the users and their supervisors at times and instances of your choosing.
For example: You want employees to get emails for:
You can also notify the supervisors or Team Leads about:
Real-time Analytics and Reporting
Our Learning History tab allows you to filter the reports and present different data for teams or individuals. You can view data for specific periods and filter them per group, individual, and course. Your reports can show anywhere from 2 to 14 columns with relevant data for the best insights.
WAY2LRN was designed to handle all the challenges listed above, save time, money and mind for everyone involved, while providing great and focused user experience. Setting WAY2LRN and streamlining the procedures and reminders might take some time initially, but once done, it cuts down on the time previously invested in managing the process through different spreadsheets and eliminates human errors. The platform allows employees to take courses and training at their own pace and time online, eliminating the need to plan for location, facilities, or time zone scheduling.
WAY2LRN’s features are tailored to streamline HSE certification tracking for corporate environments. The Advanced Analytics Dashboard offers a comprehensive overview of safety training, user engagement, and overall performance, enabling organizations to make data-driven decisions. Automated Supervision Assignments ensure that supervision levels are aligned with real-time data, guaranteeing adherence to safety regulations. Real-Time Data Access provides instant insights into safety metrics, facilitating timely interventions and decision-making. Together, these features make WAY2LRN an invaluable tool for maintaining a safe and compliant workplace, without the hassle of manual Excel management.
“Let automation handle the compliance, so you can focus on the safety.”
WAY2LRN
