The reporting system
A reporting system provides oversight of all training required and performed. One of the reports most frequently needed by
management is the evaluation of training of one specific document; for example, to verify if all persons who need to be trained
in a certain SOP have already been trained in the current version of the SOP. This functionality may seem basic, but it is
extremely helpful in providing an overview about the training status of specific jobs, mapped with job profiles. Roche established
such a matrix with an integrated Pharmschul report, which is a graphical list where compliance and (hopefully no) gaps are
visible at a glance. The actual training status of employees is automatically reported periodically to management, providing
line managers with transparent information of their responsibility in ensuring personnel are trained accordingly. We have
found that this information has led to a high status of compliance.
A KPI report for the higher management is also regularly used. Our higher level management forces the monitoring of KPIs,
with all employees having a dedicated amount of training to be performed per defined period. The ratio between the total number
of trainings, and the planned/required training has to be reported regularly, and helps to justify adequate resources for
the technical and GxP training of staff.
Conclusion
Managing GMP training is a complex task, particularly in large companies where Excel spreadsheets and certificate archives
are not feasible. Because of this, Roche implemented a professional GMP training system that helps to identify and evaluate
training needs, and assign these to each individual in the company. Only with a complete system in place can large companies
ensure that every employee receives the necessary information and training.
References
1. ECA Foundation, FDA Warning Letter Report (2010).
http://www.gmp-compliance.org/
2. U. Schaffer and O. Schmidt, Die Pharmazeutische Industrie, 68(10), 1149–1152 (2006).
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