Identifying and systematically expanding the qualifications of your own employees is not just necessary but also very sensible. This is the only way that quality within the company as well as employee satisfaction can be ensured in the long-term.
DIN EN ISO 9001:2015 and other standards require proper qualification management. What does this term actually mean, though? The quality management standard stipulates that the skills required for employees’ activities that influence quality management performance must be determined and documented. In addition, companies need to ensure that their employees have or are acquiring all the qualifications that they need to carry out their activity. So far, so good.
However, as companies are dynamic creatures that constantly develop, this requirement can present a few stumbling blocks. This is because the activities and remits of the individual employees change constantly, and therefore so do the qualifications required to undertake them. Some of the required proofs of qualification also need to be repeated at regular intervals. In order to fulfill the standard’s requirements and ensure quality, the qualification statuses of the employees need to be constantly updated and be viewable on-the-spot.
This task quickly becomes insurmountable, particularly when numbers of employees are on the rise. In order to work around this issue, Babtec has developed a solution: the Qualification Management software module. This allows individual and company-specific qualifications to be set up and managed. It also gives companies the option to set a validity period for qualifications, which is also particularly useful. Authorized Babtec users can thus find out which employees need to refresh their certifications at a glance. Other advantages: Every qualification can have several proficiencies. For example, an employee that needs the “Language – English” qualification can have their individual capabilities assessed according to the European Framework, from “A1 – Beginner” to “C2 – Mastery of the language”. A sorting sequence for this determines how these proficiencies are to be assessed.
An individual decision on which of the available proficiencies is required for the task at hand and which level the employee is currently at can be made in each individual case. All conceivable activities or remits can be set up as qualification profiles in the system. The profile then shows a set with as many qualifications as desired. The necessary proficiency level for each individual qualification in the profile can also be set here.
Qualification profiles can also be produced using a job description. This has the advantage that altered or expanded remits can be registered at a central position, and this only needs to be done once. Every employee who has had this profile assigned to them (e.g. “Foreign Languages”) thus automatically receives an updated pool of qualifications.
The data of each individual employee is saved in an employee area. They are produced and maintained within employee management to obtain information relating to qualification management. Here, the required qualifications are assigned and the qualification statuses and any potential expiry dates are managed.
The current qualification status of individual employees can be seen at a glance using the Qualification Matrix: Are all the required qualifications there? Where does the employee need training? Are there qualifications that will expire soon or have already expired? You can also see whether an employee has additional qualifications, and what these are.
You can then easily find out which of your in-house employees have the target qualifications for a certain role very easily, using a potential analysis. Here, the logged-on Babtec user can only see the employee profiles that come under their authority and that they have been assigned. This is controlled via “Employee Groups”, customized allocation of employee profiles and Babtec users.