Is creating an equipment level training tracker like this possible?
I'm working on a project for Employee Equipment Level Training tracking. I am new to this role and new to Smartsheet. After some researching, I think the Employee Onboarding template (Setup: New Employee Onboarding - Smartsheet.com) is a great idea, however it doesn't meet the needs I’m looking to cover. I’ve also looked at the Healthcare Credential Tracking as a route as well.
I'm reaching out to the community to see if anyone has done this previously, and if so, how'd you do it?
Using an excel file:
Enter the name of person doing the entry.
Search name of person who’s training record is being updated by company initials. If not present, then create new entry.
Select date, certification and cert type and level to be updated.
Then it run macros to update other sheets in the file.
The problem with current setup is this depends heavily upon checklists being printed, filled out and signed. Also, because of the paper hassle, most trainees wait until the entire thing is filled out before turning it in. If audited, this can be a problem because the training department doesn’t have an actual record of the tasks.
5+ departments each with multiple equipment families.
Each of those families have checklists leveled 1-6.
Each checklist has tasks to be completed.
Each task has a four-step process (plan, prepare, practice, preform) to reach a level of proficiency before being completely signed off on task.
So my questions:
1. Using the ease of the current excel setup, can this be replicated in Smartsheet but on a more microscopic level? By that I mean, each step from the small 4 step process to actual level completion would be dated and signed by both trainee and trainer with additional signature of supervisor/myself for the final level completion (I say signature but really, it’ll be a record of date signing by checking who edited the sheet.)
2. Since cross-training is a big goal for the upcoming few years, I want to be able to pull the data of all the employees on a specific piece of equipment and find they level. This will help with coverage due to manning shortage.
2a. Would I create a main sheet with all employees in rows and the equipment in the columns? If so, how would I pull that data?
I guess the easiest way to write what I’m trying to do is
Main metric of data that can be pulled for audit/man coverage/etc : equipment -> qualified personnel ->current level
With each employee (where that employee and trainer can access): list of all equipment -> level within each equipment ->tasks completed and dated within those levels ->4-part process and what step is completed(dated)
All of this to be linked to where once they put in a date by both the trainer and trainee for a task, the rest is automatically updated. This isn't as important
I hope all this make sense, as I am trying to break this project down as best as possible myself.
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