competence management at its best - rpd assure

LICENSING MODULETRAINS AND ROUTESVERIFICATION MODULEPERSONNEL, TRAINING & QUALIFICATIONS MODULEEXPERIENCE MODULE (LOG DRIVING HOURS ETC.) TRAINING MANAGEMENT MODULEQUIZ MODULERESOLVE FAULT GUIDE APP

CORE ASSESSMENT MODULEDOCUMENT UPLOADCANDIDATES VIEWING OWN ASSESSMENT RECORDSPERFORMANCE AND EVENTS MODULEMONITORING/INCIDENT MODULE

Competence management at its best

The most widely used, cost effective and relevant online CMS; proven, productive, flexible, supported and mobile.

2 w: www.assure-managementsystems.com t: 01268 822842

Welcome to the online Competence Management SystemOur intuitive, hosted competence management software solution allows you to effectively and efficiently, plan, manage, record and monitor the competence of all staff within your organisation.

RPD are the only UKAS accredited organisation authorised to inspect and formally certificate any organisation against the latest ORR guidance on developing and maintaining staff competence

Using technology to improve your CMS

In any effective CMS it is the interaction and relationships between the assessor, trainer and staff that make the real difference and improves performance.

The McNulty report (‘realising the potential of GB rail’) takes this a step further and recommends greater use of technology in HR management. To combine both of these key components, RPD have designed the Assure online CMS that fully integrates both aspects to maximise efficiency and improve performance.

We have designed & built Assure with 4 key priorities in mind!

Management visibility

Instant access to assessment activities

and statistics at a press of a button.

Reduce adminRemoves the

administrative burden for assessors, verifiers and

auditors

Low costCost-effective - with

transparent and simple pricing with nothing

hidden

MobileAbility to use any device whatever

browser you are using

Competence Management System

3

BenefitsAssure has delivered proven cost savings for all clients that make use of the system and our continual development of new and innovative modules continue to add value to the system.

Using the latest technology, we have developed, tested and enhanced the Assure online competence management system (CMS) to be used within any industry that requires assessment or training. Originally developed, with great success, in conjunction with a number of operators in the UK Rail industry, this system is now proven in a range of other sectors. All those currently using Assure have seen great benefits from the system and their feedback continues to drive ongoing enhancements.

Being qualified assessors and verifiers within the Rail Industry ourselves, we understand your needs and requirements along with the terminology and language of the industry. Therefore we are able to provide comprehensive operational and assessor support.

Cost benefits

• A single system can be used for all staff functions (e.g. train drivers, fleet maintenance) with a security interface

• Simple system setup (input of your own risk-based criteria, locations, assessment cycles and people)

• Easy planning, monitoring and auditing of competence assessments

• Simple colour-coding allows quick identification of assessment and competence status

• Reduction in the time taken to record assessments, improving assessor productivity

• Significant reduction in time needed for audit, verification and inspection of competence records; records can be viewed and managed remotely at any time

• No additional costs to modify and add core data

Performance benefits

• Increased effectiveness of assessors; judgements made by assessors are easily visible to managers, auditors and inspectors

• Instant access to required information

• Improves visibility of required events, allowing action to be taken in plenty of time

• Allows online coaching to develop the skills of assessors and auditors

• Allows remote audit, inspection and monitoring of what assessors are recording, at any time

• Transparent development and ongoing improvement of assessors and staff

• Allows different cycles and events to be created or added for training, newly qualified, experienced staff and sub-standard performance

• Allows you to customise your assessment and risk monitoring priorities

Benefits to users

Assessors• Easy to navigate, input, find and extract

information

• Saves time and improves effectiveness. Remote input with instant update to central records

• Capable of text input through voice commands (Eg: Siri)

Directors and senior managers• Easy to keep a track on how you are managing

competence at company and functional levels (quality and compliance)

• Instant access to individual records following an incident

Verifiers/Auditors • Clear and transparent audit trail that can be

viewed remotely

• Quality of assessor work is visible and obvious

• Access is restricted to the needs and rights of each user

• Unannounced monitoring of assessors’ work

Managers who allocate work• Instant access to status of people who are

competent or restricted

• Helps with staff rostering and tracking of assessment events


Explore the modules that will seamlessly integrate with your business processes...

Below are just a few of the features Assure users benefit from;

• Manage the administration of the system such as users and their relevant permissions, entering standards and cycles and any relevant data required for an assessment process as well as data for any other module chosen

• Add news to your home page for users to see, such as new policies and guidance information

• Manage a Candidate profile, the individuals core information is stored including their Location, medical expiry and review details, email and various other core information

• Search for a candidate using only their name or by location, employee number, standard, assessment cycle, etc.

Core Assessment

This is the heart of the online system. Used on its own, it will provide you with an excellent online CMS that is intuitive and easy to use – a system that existing users tell us that they love and that makes their job far easier with relevant information at their fingertips.


5

• Automatically analyses the criteria marked and enters the correct overall outcome with different grading available. Enter observational notes and comments for technical and non-technical aspects as well as feedback for the candidate

• View completed assessment histories and previous certificate of competences

• Records assessment progress giving you a percentage marker on how far through the assessment has progressed, as well as the ability to run a report where required

• Ability to add additional assessments on the fly where required, adding events to the normal cycle

• Log a candidate’s scope of competency such as train types and routes which can then show on a certificate of competence

• Log certain tasks within the assessment which are reportable such as darkness/daylight driving, key areas of risk, etc.

• Upload images, signatures and documents onto a candidate record

• Produce and store certificates of competence

• Review a wide variety of powerful reports, assessments due to enable planning, late assessments, medical expiry and reviews due and many others. Print or export facility on all reports

• Upload and Review reference documents

• If required each assessment can be signed for on your device, by the individual, on completion which will be date and time stamped (for a small extra fee)


Incident monitoring

• Building on the career history, this module enables critical events to be monitored, managed, verified and closed out

• Highlight a candidate who has been set on a plan to monitor performance

• Coloured icons set in candidate’s profile to highlight restricted from duty, on an additional monitoring plan, etc

• Mark if medically restricted or a new work status such as newly trained

• Enter details of events such as event date and plan start and review dates

• Management can review plans and validate where required

• Build in your own markers to be flagged up on an individual’s record

• Make additional notes and build a history

• Reports available to highlight trends, histories and to identify any specific user-defined flags or markers

Document upload

Allows you to upload and review documents on an individual’s record

• Load individual documents

• Each file up to 20mb

• Stores any number of files/pictures/booklets

• Easy upload and download

Performance and events

A fully customisable way of logging critical events relating to an individual that remain visible outside of the normal assessment cycle for those with permission to view the information

• Create required event categories that can be added to on the fly

• Manage and record a candidate’s performance and incidents

• Log events or incidents taken place and action taken

• Powerful reporting that can be used to highlight trends and analyse specific events (categories of incidents for example)


7

Trains and routes

• Developed primarily for any train crew or train-based role, this module enables you to allocate appropriate train type and routes and report current status whenever required

• For Conductors/station staff, etc.

• Log Traction and routes relevant to role

• Run report to see who runs certain routes or traction

• Enable relevant managers to view the status of individuals

• Export the data into a range of formats (Excel, PDF, etc)

Candidates viewing own assessment records

Enables you to provide a user name and password to individual candidates so they are able to view their own assessment records

• Allows view-only access to review any assessment carried out, including their full history, relating to themselves (only)

Driver licensing

A module dedicated to making it easy to create European train driver licence applications, licence management and complementary certificates of competence

• Search for drivers only and view their licence status from the main candidate lists

• Easy to view the licensing status through a simple colour-coded approach

• Enter all required data that is required for the application, creating completed applications that can be sent directly to the ORR

• Medical dates automatically calculated based upon the TDLC Regulations

• Upload images, signatures and ID

• Send a duplicate or updated licence application whenever required

• Enter traction and routes associated with competencies

• Produce EU complementary certificates of competence with the relevant routes and trains allocated automatically

• View a history log of all applications made for each candidate


Verification

The quality assurance module enable verifiers, managers and any others who need to oversee the quality of records to view, verify and report – including the ability to communicate and provide feedback to individual users directly through the system. As a result of checks carried out, there are a wide range of reports available including the ability to create a stand-alone report in Word format

• Verification made easy with all the information required ready to view in the system

• Vary the scope of a general QA report to focus attention on aspects as broad or narrow as required with the ability to select specific standards, locations, event types, date range, etc

• Check the quality of records and create an appropriate audit trail relating to specific candidate(s) or Assessor(s)

• Access records direct from the QA module, eliminating the need to access individual candidate records separately

• Make comments and any action notes based upon checks made

• Set up and apply bespoke rating scales to identify key performance indicators enabling ranking and percentage scoring

• Feedback to the assessors and trainers directly from the module which is sent directly to their home page

• Assessors and trainers are able to respond to and acknowledge feedback to the verifier from their personal home page

• Keeps all QA checks in one place for audit and evidence purposes, with the ability to produce a range of management reports

Personnel, training & qualifications

Developed by popular request from managers and HR specialists, this module adds a range of additional entry fields that increase the flexibility and information the system can deal with and store

• Enter initial employee recruitment and selection data including interview details, medical data, training, qualifications, etc

• Mark the wearing of corrective glasses, contact lenses, hearing aids, etc

• Make time, date and author stamped note entries at any time relevant to individual circumstances

• Upload files and details of any training events and qualifications

• Enter training events under the candidate’s profile including the dates and an authorised person’s name

• Enter qualifications for the candidate and upload any related certification


9

Training and resource management

This module has been developed over many years to cope with the complexities and nuances of train driver training. It can therefore cope with the planning of any type of training and resource, whether or not relating to train driver training.

• Allocate individual or groups of delegates to courses in seconds, which then also appear in their own candidate course tab

• View and manipulate planned courses in a colour-coded project timeline style over a chosen in a range of views and timescales

• Maximise the use of available resources by viewing colour-defined visual markers that denote resource availability

• Find out when you have insufficient resources in good time allowing an opportunity to find the resources required

• Manage one-to-one resource allocations (for example trainee drivers to workplace mentors)

• Mark any selected resource as unavailable to prevent an allocation being carried out in error

• Produce a wide range of details management reports quickly and easily (in table, graph and chart formats) to highlight resource requirements

• Use information as the basis of a business case when seeking additional resource to support an organisation’s plans

The list of highlights outlined below can only scratch the surface of the system’s capabilities. It is an essential tool to ensure training is managed cost-effectively and efficiently

• Develop bespoke training course templates ranging from short half-day courses through to much longer learning programmes of a year plus

• Build specific requirements to plan your training programme

• Define specific resource requirements and allocate required resources to course templates so they can be used again and again with no effort


Experience logging (learning management)

This learning and experience management module is designed to enable training delegates, managers, etc. to record relevant experiences so that managers can be kept informed of progress. Feedback from users of this module tell us that this is one of the most valuable tools they have that enhance communication, access to information and progress reports

• Design bespoke online log books containing required fields as well as the colour and look of the text and backgrounds

• Able to collate and measure experience in different formats (hours and minutes (driving hours, etc), number of occasions and check boxes)

• Course delegates can note their daily progress (and where relevant driving hours, operational experiences, etc)

• Trainers can review delegate records and provide relevant feedback in seconds allowing learners to understand and acknowledge information quickly

• Delegates can view their own experience records

• A wide range of instantly viewable reports are available enabling clear lines of communication between delegates, trainers, assessors, workplace coaches and managers

• Experience-logging-(learning-management)

• Periodic feedback can be recorded at required stages along with performance rating scales measuring any aspect required including non-technical skills

• Experience record booklets can also be designed for use by managers to record their own experience of required roles, supporting the maintenance of their own occupational competence


11

Quiz

This module enables the creation, deployment and management (including marking) of online learning exercises. Questionnaires and tests enable the development of templates that are able to contain text, pictures and video clips. Once allocated to individuals or groups and completed, the responses can be marked automatically to align with template answers and fed to the relevant trainer, manager and participant as required. The records also appear within each individual’s candidate record

• Create a bank of questions and learning media that can be used in any learning and/or testing template

• Create templates for quizzes tests and learning sessions that can be deployed again and again in seconds to individuals and training groups

• Quickly generate new quizzes drawing questions from any and all categories

• Allows the creation of open, multi-choice and true false question types

• Can customise learning modules and media, questions, marking scores and template answers at any point

• Question and/or answer presentation order can be randomised so that every individual’s quiz is presented differently

• Time allowed for each quiz can be adjusted as required

• All digital responses can be marked and reported automatically, providing instant feedback as required to the relevant delegate and trainer, etc.

• Delegates can answer, flag and review their allocated quiz until any time limit is reached, saving each answer along the way to prevent data loss

• Delegate records benefit from having a dedicated tab containing all completed quizzes and their results viewable by participants and relevant trainers, assessors and managers

• Reporting process enables individual reports as well as training group based table-style reports, enabling easy review by trainers – and the training group if required


What is included... Initial set up includes first year fee

• Secure hosting for the database

• Technical IT support

• Operational support via telephone via Assure-trained administrators

• Set up and company branding

• Input of the first two sets of competence standards

• Training of up to four administrators at our Basildon location in a single event

• PDF version of the systems work instructions for use of the CMS and online tutorial

• Training of up to 8 people in the use of the CMS (single event at RPD location)

• Access to separate test and training site

Annual Hosting & Support fee

• Ongoing secure hosting for the database

• Technical IT support for 12 months

• Operational support via telephone or email for 12 months

• All software updates

• Updates to manuals and work instructions

• Review how system is being operated

• Some general module updates included

Also

• Opportunity to purchase additional training

• Opportunity to purchase additional modules at reduced rate to further enhance capabilities

An investment that will reap

benefits for years to come


13

Put us to the test... Please call us to do any of the

following:

• Discuss the benefits and answer your questions before purchase

• Arrange a remote demo of the system (individual or conference call)

• Organise an on-site demo to a group

Easy to implement – Be up and running within weeks

The system has been designed to make it easy to set up and introduce in order to minimise disruption:

• Keep existing (re)certification dates

• Changeover each candidate at next planned event

• Built-in facility to ‘map’ outgoing assessment information within minutes

• Practical advice for easy introduction planning and assessor briefing using proven approaches

All of the above means that the Assure system can be implemented easily and smoothly.

No investment needed for new

hardware or software. Secure access from PC, smart phone or tablet with internet

connection


Resolve fault guide mobile application

A stand-alone fault resolving mobile app that enables issues with trains, systems and processes to be identified and rectified in seconds minimising performance losses. Once built, the system can contain flowchart-style questions, pictures and video clips all aimed at fast recovery

• Intelligent fault guidance app removing the need for individuals to retain critical but little-used knowledge

• Suitable for Apple, Android and Windows platforms

• Step by step fault resolution that ensures any irrelevant actions are bypassed

• Fast, stress-free resolution of operational faults

• Reduces the need for detailed training (which then may never be used – or remembered when needed)

• Increases the confidence of users, clear in the knowledge that they have a tool to refer to

• Lower penalties that can result in significant cost savings

15

Rail Professional Development We are here to offer a full range of services to assist in transforming individual attitudes and providing real, measurable benefits both in safety and in business performance. Assure has proven abilities in reducing incidents and the further development of this system will always be a high priority for us and our clients, new and old

A good competence management system (CMS) will bring real and lasting benefits in terms of business and safety performance.

Effective competence management systems use a structured, risk-based approach for developing competence standards and using these to develop and assess competence.

There is an increasing focus by industry regulators and professional bodies on the need for formal processes for developing, maintaining and monitoring the competence of staff.

Because of this we at RPD Ltd, have taken time to develop a real innovative way of providing a new CMS System for Assessors/Managers and senior team members. This will dramatically improve staff and business performance, as well as reduce risks and the potential for human error.

And in the UK, we are the acknowledged leaders in introducing effective and user-friendly systems across a wide range of business and safety critical activities, including:

• Train driving

• Shunting

• Conducting

• Retail

• Fleet maintenance

• Training (including instructor operators and workplace coaches)

Read more about RPD by visiting our sister website at www.rpd.co.uk or give us a call on 01277 822842. We are happy to take your calls and answer any questions you may have about services offered.

2. Competence managementA good competence management system (CMS) will bring real and lasting benefits in terms of business and safety performance

4. Management consultancyWe provide a range of services that can help your business develop; your strategy, your people and your processes

3. Rail operations safetyOur focus is to help rail companies to continually improve performance and enhance the safety of their activities

1. Training and developmentWe offer open, in house and bespoke development programmes that inspire people to succeed

5. Video and interactive media production

We can offer a fresh approach to training, which brings a much more real life view on protection and safety

Our 5 core services...

t: 01268 822842 e: [email protected] w: rpd.co.ukRegistered in England & Wales, No.3383423. Registered office: Cranes House, 5 Paycocke Road, Basildon, Essex, SS14 3DP.

Certificate Number 3791 ISO 9001


w: www.assure-managementsystems.com t: 01268 822842

competence management at its best - rpd assure

Documents