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7 Signs You Are Having Trouble with Your Training Matrix

Posted by Jeff Thomas on Apr 26, 2016 10:00:00 AM

Trouble with your Training Matrix?

Pharmaceutical companies use large training matrices to track employee's proficiency on SOPs, manufacturing processes, quality controls, and product reviews. When these training matrices are out of order, inefficient for employees, and do not deliver the right information to management, they cause multiple problems.7-signs.jpg

These seven problems are symptoms that your company's system needs to be updated and upgraded in order to maintain high quality product delivery. How many of these signs is your organization suffering from?

1. Human Entry Errors

Trouble with a training matrix occurs when people enter information regarding SOP training, or in the entry of other information they should have been trained on. Statistically predictable variations in quality information are almost always a result of management systems. If your training matrix is too large to adequately manage or use to manage employees, then human errors will increase through poor training. 

2. Product Recalls

Improper training causes 32% of product recalls, according to the FDA in the US Federal Register. A training matrix with excessive data entries and poor reporting systems prevents good training management. Poor training results in production problems, which in turn creates product recalls. 

3. Other FDA Compliance Issues

Relationships with the FDA may show issues with your training matrix even if there are no product recalls. If demonstrating compliance on issues of training requires extensive hours of labor or causes red flags to come back from the FDA, your training matrix may be the cause. 

4. Product Returns

Product returns by customers or retailers of your product are also a sign that improper quality controls are in place. Since training is one of the most significant quality controls in the Pharmaceutical industry, check your training management system, including the matrix to see if this is the cause of product returns. 

5. Employee Confusion

If employees do not understand the SOPs or the training matrix system, it will show. From confusing training requirements before starting new projects to not understanding specific SOPs regarding product they are working on, confusion is a great symptom of problems with your training matrix and your entire training management system. 

Employees should rest assured in the quality of the information management so that they can focus on doing the best lab or manufacturing work possible. Rather than looking up SOPs and spending all their time attempting to learn the training matrix, they will quickly fulfill training requirements.

6. No SOP Database

Databases are collections of information stored on a computer. Your SOP database and training matrix need to be integrated. If your SOP database is inaccessible, inadequate, or nonexistent, your current training system is costing you in both time and quality of product. SOP databases should be managed in such a way that training documents and verification are accessible at each location and employees' actions will automatically notify management through reports generated from the SOP database and training matrix. 

7. Writing Queries By Hand

Everyone familiar with business operating systems has written functions in Microsoft Excel or similar spreadsheet software. These functions form the core of database queries. If your employees are writing out queries and other functions by hand in spreadsheets to generate their own reports, your training matrix is costing you excessive amounts of labor. Unless your business is software, your employees should not need to write their own functions; business management software will automate those queries and pull information from your entire database, not just one or two spreadsheets. 

If any of these symptoms are true, it may be time to consider getting a new system for building your training matrix. Our training matrix database software manages big data, creates systems for training management, and empowers your employees to focus on their best work. 

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Topics: Quality Compliance, ZenQMS, eQMS

ZenQMS offers  a validated Quality Management System (QMS) with fast implementation and full features. Whether you are trying to improve your paper based QMS or build a new electronic Quality Management System, ZenQMS can help you implement an affordable QMS in less time and for less money that you might think.

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