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Ground Control™ Document Control and Training Manager
Features and Benefits Basic 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
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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 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
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
Enter general employee information address is important for distribution lists 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 list Employees and 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 Electronic signatures
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 For the demo version, use Employee: Admin Password: admin Select employee name and enter password
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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
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Create a new document Send Automatic emails
General document information Function buttons Filters display only desired documents Yellow fields are required fields Detailed information split into six tabs Send Automatic s
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Revise an existing document
Revise a Doc, request a revision, or Obsolete a doc Detailed Revision history Enter a Detailed Revision description Link to electronic file
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Document Approvals The Approval Loop populates the required approvals
Electronic sign off for approvals or rejections
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Group related documents together for easy reference
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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Choose the email list to notify when a new release is made
Lists Choose the list to notify when a new release is made Choose the list to notify when all approvers have approved a document revision
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Request a new revision, document a problem, or close an open issue
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. Password verification is required to approve or reject Click to approve a document Click to reject a document
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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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A separate version based on the Microsoft Access 2007 software
Ground Control™ 2007 A separate version based on the Microsoft Access 2007 software
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Ground Control (Full Demo) Ground Control (Database Only)
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. Feature Ground Control (Full Demo) Ground Control (Database Only) Ground Control 2007 Training Management Yes Document Control Manages links to documents (electronic files) Stores electronic files in Database No Microsoft Access 2003 free runtime included Runs using Microsoft Access 2003 Runs using Microsoft Access 2007 Built on Microsoft 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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Sunday Business Systems
Fueling Small Business Efficiency Visit 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.
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