Challenge
When I joined Lokaltog, the starting point was document control and revision control. We had Excel sheets, Word templates, and documents scattered everywhere. None of it was under unified control. As a railway organization and infrastructure manager, we have to be certified against a range of EU regulations and executive orders. That means documenting that our employees have the right competencies for the right functions.
When an employee needed a training plan, the manager had to map out which documents and courses were tied to the relevant functions, write it all down, and pass it on for quality assurance. That easily took 3-4 hours per employee. And whenever there was an update, everything had to be sent around manually again. It was cumbersome and time-consuming, and nobody had a full overview.
Solution
Managing the system is my full-time job. It's a bit of a luxury, but it means we actually put it to full use. We started expanding the system early on. Customizing the Qualifications Management module was one of the first things we tackled. Our qualifications management is built around functions, not job titles. When an employee is assigned a function — internal auditor or train driver, for example — the system automatically generates a training plan with the associated documents, e-learning courses, and on-the-job training. The manager only has to decide which functions the employee should have. The system handles the rest.
Documents are linked to functions. Whenever an employee takes on a new function, or a document is revised, they're automatically notified and have to confirm digitally with "Read and Understood." Qualification status updates immediately. No manual distribution, no emails back and forth. The same goes for e-learning: complete a course, and the system syncs automatically and updates the overview. Everything is connected. That connection is what keeps the qualifications matrix updated in real time.
Result
The system now covers far more than we started with. We use IPW for safety management under the CSM-SMS regulation, the ECM regulation for maintaining rolling stock, health and safety management, and document control across the board. We're certified against a number of regulations. And we're integrating more areas as requirements grow.
Today, building a training plan takes 10-30 minutes, down from 3-4 hours. The manager no longer has to map document requirements by hand, so the process is far more reliable. We have predefined qualifications overviews, so managers can see in an instant whether employees are green or red — and exactly what's missing if they're red. That's a different kind of overview than a stack of paper and an Excel sheet.
When an employee is assigned a function, the system automatically generates the training plan — complete with the associated documents, courses, and on-the-job training.
When a document is revised, the relevant employees are automatically notified and confirm digitally. Qualification status updates immediately.
Predefined qualifications overviews show at a glance whether employees are qualified — green or red, down to the individual function.
“When people see it for the first time, the reaction is often, 'Wow, that's easy.' That's when you feel the journey has been worth it.”
Tine G. Slotholt,
Management System Architect