Digital Competencies

Hello,

I recently made the switch from paper competencies to digital ones via our Learning Management System which is Sumtotal. I have this set up for iSTAT, Epoc, and Nova Glucometers. Things seem to be going fairly okay except that I have been finding it a bit difficult to keep up with tracking who has completed what. 

The way it is built is that each user has an observation checklist (OCL) that their trainer signs off on. It is a pretty similar experience to Media Lab/Vastian if you've ever used that. Then, I am able to pull a report to see who has been signed off. One of the requirements to the OCL for the iSTAT/Epoc is the Assessment. For the Nova, there is no Assessment requirement because some users cannot complete it first. That training is done at System Orientation for some individuals while it is done at the department for others. It was impossible for us to figure out if the individual would be able to complete the assessment prior to System Orientation so they requested that we not make it a requirement. We also have certain departments that are manually assigning the trainings.

This also leads to the users then not completing the assessment at all or completing the assessment after the OCL gets done. Because of both of them being a requirement for competency (whether it is a waived test or moderate complex), I must make sure that both are actually being done. Unfortunately, our system has a history of having users who have had device access for patient testing but have not actually been completely competent so this year I decided to make sure to keep track of our competencies better. 

That being said, I had the Learning team build me reports so I can track each user's Assessment and OCL completion via Sumtotal. However, when I export it, it gets really long since it keeps adding on to itself as the year goes on. Then, if I filter the report by date, sometimes it gets rid of the Assessment or the OCL because people do not complete them at the same time or even on the same month even (sometimes there's a 2 month difference). Then I still have to manually look them up to see if they completed it or not. I can also manipulate the report once I export it, but again, a lot of manual work that would make it difficult to delegate to someone else. 

The point of digital competencies was to eliminate some of the manual work I was doing so I am hoping someone has a suggestion as to what I can do instead. The Learning team has been very helpful and they are trying to see if there is something more they can do but so far there has not been anything. I am doing this all on my own but am hoping to eventually delegate some of this work. I just don't see that happening if the process continues to be this difficult though. 

Thanks in advance!