# Training records and the training gate (/docs/quality/training)

Training decides who may take a signed step. The QA manager or HR (the organization admin) sets the
requirements and records the training. Nobody records or judges their own training. The default QA
manager is Grace Ooi.

```mermaid
%% title: How training reaches the gate
flowchart LR
  A[Requirement: role + document] --> C[Matrix status]
  B[Training record: employee + document + revision] --> C
  C -->|Current| D[Signed step allowed]
  C -->|Not trained, Retraining due, Effectiveness pending| E[Signed step blocked]
```

## Set a training requirement [#set-a-training-requirement]

Open **Quality > Requirements**. A requirement links a job title to a document.

<Steps>
<Step>

Choose **Add**. Pick the **Role** and the **Document** (a work instruction or a quality document).

</Step>
<Step>

Set **Required**. **Before task** blocks the signed steps until the person is current. **Within 30 days**
is tracked on the matrix and does not block.

</Step>
<Step>

For **Before task**, choose the **Gated task**: **All signed steps**, **Store tasks**, **Inspection and
release**, **Maintenance**, **Nonconformance and CAPA**, **Change control**, **Purchasing** or
**Production records**. The requirement then blocks only those steps.

</Step>
<Step>

**Status** is **Active**. Set it to **Retired** when the requirement ends. A role has one live
requirement for a document.

</Step>
</Steps>

You cannot change the requirement that governs your own job title.

## Record training [#record-training]

Open **Quality > Records** and choose **Add**.

<Steps>
<Step>

Pick the **Employee** and the **Document**. Enter **Rev trained**. It must be a revision the document
has had.

</Step>
<Step>

Enter **Trained on** (not a future date), the **Trainer** (not the employee) and the **Method**:
**On-the-job**, **Classroom** or **Read and sign**.

</Step>
<Step>

Set **Effectiveness**. **Pending** means not yet judged. **Competent** or **Not yet competent** needs
**Effectiveness evidence**: a sign-in sheet, test result or observation. A judged record is locked.

</Step>
</Steps>

<GuideStep
  title="Training records"
  description="Every training record with its revision, method and effectiveness."
  src="/guide/training/2.png"
  alt="Training records list on desktop with employee, document, revision and effectiveness columns"
  width={1440}
  height={1000}
  callouts={[
    { x: 82, y: 14, caption: "Add a training record." },
    { x: 45, y: 40, caption: "Document and the revision trained." },
    { x: 85, y: 40, caption: "Effectiveness: Competent, Pending or Not yet competent." },
  ]}
/>

## Read the matrix [#read-the-matrix]

Open **Quality > Matrix**. Each row is one employee and one required document. Suspended employees are
left out. The worst rows come first.

| Status | Meaning |
|---|---|
| **Not trained** | No record, or the last result was **Not yet competent**. |
| **Retraining due** | The document has a newer revision than **Trained rev**. A new revision makes earlier training due again. |
| **Effectiveness pending** | Trained on the current revision but not yet judged. |
| **Current** | Trained on the current revision and judged **Competent**. |

<GuideStep
  title="Training matrix"
  description="Each employee against the documents their role requires."
  src="/guide/training/1.png"
  alt="Training matrix on desktop with employee, document, current revision, trained revision and status"
  width={1440}
  height={1000}
  callouts={[
    { x: 20, y: 40, caption: "Employee and role." },
    { x: 55, y: 40, caption: "Current rev and Trained rev." },
    { x: 88, y: 40, caption: "Status of the training." },
  ]}
/>

## When the gate stops you [#when-the-gate-stops-you]

A **Before task** requirement for your job title must be **Current** before you sign. If it is not, the
step is refused and names the document and status, for example `{document} retraining due`. Ask the
QA manager or HR to record your training. See [Signatures and refusals](/docs/get-started/signatures-and-refusals#training-gate).

Setting up a machine is also refused while the technician has no training record, or is not current,
on the order's work instruction and the mould's setup guide. Setup asks for those two documents by name:
a requirement for them does not have to exist first. A setup guide that is in neither the work
instruction nor the QMS document register is not asked for.

## Requirements raised by a released work instruction [#requirements-raised-by-a-released-work-instruction]

When a work instruction is released, for its first release and for every new revision, the system raises
a **Before task** requirement for each job title that uses it, unless that job title already has an active
requirement for it. The **Gated task** is **Production records**. The release is the engineer's or the
supervisor's step; the requirement is written by the system, not by the approver.

| Category of the work instruction | Requirement raised for |
|---|---|
| **Machine setup** | Technician |
| **Machine operation** | Operator and Technician |
| **Cleanroom & hygiene** | Operator and Technician |
| **Utilities**, **Safety & environment**, **Security** | None |

The work instruction records "Training requirements raised" with the job titles, and each new
requirement records that it was added. Open **Quality > Requirements** to see them. The QA manager or HR
can set a requirement to **Retired** when it ends; the next release raises one again only for a job title
that has no active requirement. Training on a revision that is released later shows as **Retraining due** on the
matrix.

## Acknowledge a policy [#acknowledge-a-policy]

Open **Policy acknowledgements**. A row for you shows **Pending**. Read the policy, choose **Read and
understood · sign** and sign. The status becomes **Acknowledged**. Only the employee the row is for can sign it.
This is how you meet a requirement for a quality document: reading and signing a document is not
blocked by the training it provides.

## If the system refuses [#if-the-system-refuses]

The messages are in [Training and gauges refusals](/docs/quality/training-and-gauges-refusals#training).

<NextSteps>

<NextStep href="/docs/quality/training-and-gauges-refusals" title="Training and gauges refusals" description="Every message and what to do." />

<NextStep href="/docs/get-started/signatures-and-refusals" title="Signatures and refusals" description="The training gate on every signed step." />

<NextStep href="/docs/quality/gauges-and-calibration" title="Gauges and calibration" description="The other quality register." />

</NextSteps>