One principle runs through all of it: each fact has a single home, and the people involved do less than they do today, not more. Here is who does what, for every part of the training lifecycle.
Where this is up to. The engine underneath is built: your full spreadsheet is migrated and loaded, and the compliance figure reconciles to 81.91%, matching the workbook to the decimal. This page is the designed workflow. The on-screen app is the next build phase, so it is not yet something to click through live.
The one rule behind everything
Every duplicate today comes from the same fact living in three places. The system gives each one a single home, so nothing is ever typed twice.
Journey 1
The headline win. Nobody sets the new person up in the training system. They arrive already knowing what that role needs.
The two human steps are things HR and the co-ordinator already do. Everything between them is the system.
Exactly as HR do today. No new step, no second system to update.
The new employee appears in the nightly Exelsys pull. The platform creates their record: name, job role, region, manager.
Their role's mandatory courses are added as "required, not yet held" — so nothing slips through the gaps.
Due-dated from their start date, with the course cost and CITB grant shown against each one.
Diane sees "starts Monday, needs these four courses" and books them. No setup, no typing a name into anything.
Journey 2 • the everyday loop
This is the one that happens a hundred times a month. Today a certificate is handled three or four times. Here it is saved once, confirmed once, and the system does the rest.
The single habit that changes: the certificate always goes to the SHEQ folder (or straight into the app). That is the whole ask.
Dropped in the SHEQ folder, or dragged straight into the app. One place, one time. Nothing is emailed around.
The platform watches the folder and collects the certificate within minutes of it landing.
It reads the person, the course, the completion date and any printed expiry straight off the certificate — PDF or phone photo.
Matched to the right person and course. Expiry = the printed date, or the completion date plus that course's validity period.
Diane sees the certificate beside the pre-filled details and clicks Confirm. She only touches anything if something needs correcting — and each correction teaches the system.
The matrix, the compliance figure and the renewal reminders all update. No spreadsheet edit. No re-keying into Mango.
The system watches every expiry date so nobody has to remember them.
Continuously, across all 3,290 live records.
At 90, 60, 42 and 14 days before a certificate lapses.
A single email listing what is coming up — not forty separate ones. Diane books from it.
No cleanup for Diane, and no leaver left inflating the compliance figure.
HR's normal offboarding. Again, nothing new to do.
Flagged the first night, archived the second — a two-night safety check so nobody vanishes by mistake.
Removed from the count automatically. Today 35 leavers still sit in the live matrix, quietly skewing the number.
Why it is lighter
Nothing about the training changes. What changes is how many times one certificate gets handled before the records are right.
Worth being straight about
The certificate must land in the SHEQ folder. It is already one of the two things people do today, so it is the smallest possible ask — but it is not zero.
"Completion date plus validity" needs the validity per course. It exists nowhere in the spreadsheet today, so Diane confirms it once — signing the top 104 courses covers 90% of all records.
Only 25 of 150 job titles carry a required-training list today. The other 125 need band-level defaults from Diane before step 3 works for everyone.
The nightly people sync needs the Exelsys service login and sign-off from IT. Until then the employee list is seeded from the spreadsheet and edited by hand.