sunday business systems ground control™ document control and training manager features and...
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Sunday Business Systems
Ground Control™Document Control and Training ManagerFeatures and BenefitsBasic Set-up Use
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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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Document Control Setup
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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
E-mail address is important for e-mail
distribution lists
Enter general employee information
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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Managing Documents
Create new documents Revise existing documents Obsolete documents Edit documents Approve or reject documents Release documents
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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
For the demo version, use Employee: AdminPassword: 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
Requested
In Progress
Approved
Released
Document Revision Status
Rejected
All Reviewers approve?
Yes
NO
Create a New Document
Release revision
Obsolete
Document Process Flow
Revise a Document
Approved?
Yes
New Document
Released
Obsolete
Document Status
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Create a new document General document
information
Detailed information split
into six tabs
Yellow fields are required fields
Filters display only desired documents
Send Automatic emails
Function buttons
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Revise an existing document
Detailed Revision history
Revise a Doc, request a revision, or Obsolete a doc
Link to electronic file
Enter a Detailed Revision description
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Document Approvals
Electronic sign off for approvals or
rejections
The Approval Loop populates the required
approvals
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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 all approvers
have approved a document revision
Choose the email list to notify when a new release is
made
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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 this form Status is changed to “Approved” once all approvers have approved
the rev.
Click to approve a document
Click to reject a document
Password verification is required to
approve or reject
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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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Ground Control™ 2007
A separate version based on the Microsoft Access 2007 software
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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.
FeatureGround 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
Built onMicrosoft Access
2003Microsoft Access 2003 Microsoft Access 2007
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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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© 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.
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Visit www.SundayBizSys.com for:•Additional information•Free product demos•Pricing•Links to purchase software