---
title: "GMP training management: matrix, SOPs and OJT | QLogix"
description: "GMP training management: a training matrix by job function, SOPs read and understood with a Part 11 signature, OJT signed by manager and QA, retraining on change."
url: https://qlogix.ai/products/gmp-training-management
markdown: https://qlogix.ai/products/gmp-training-management.md
updated: 2026-10-30
publisher: "QLogix (QLogix LLC)"
language: en-US
---

# GMP training management: the training matrix, read and understood, on-the-job training and retraining
The QLogix Training module is GMP training management software that keeps the training matrix, the training material and every training record on the same audited, signed records as the quality system. Each job function carries a curriculum with its due period and retraining interval, assigned as soon as a person is given the role. Read-and-understood training bundles controlled documents, always at their effective version, with PDF or PowerPoint material, and the trainee signs once with an electronic signature that is also recorded on each document version, where the MES checks it before a person executes a batch step. On-the-job training is filled in by the trainee, reviewed by the manager and approved by QA. When a document gets a new effective version or a periodic interval runs out, the retraining is assigned within the hour.
[Request a demo](https://qlogix.ai/contact)[All products](https://qlogix.ai/products)

## What the module does
- A training matrix of job functions, who holds each one and who their manager is, and each role's curriculum: the modules it requires, with a due period in days after assignment and a retraining interval in months, or never. The matrix is itself a controlled record, and every change to it is audited with who, when and what.
- Curricula built by hand or from the documents: the approved controlled documents whose approvals and training step names a role are listed for that role and can be required in one step, through the document's own read-and-understood module.
- Read-and-understood modules of up to 20 materials: controlled documents, which always open at their version in force; PDF or PowerPoint files, checked on arrival and fingerprinted with SHA-256; and reading text drafted with the AI from the organization's own procedures, or written by hand.
- Approved documents assigned straight from document management, up to 10 documents and 100 people in one step, chosen by name or by everyone in a job role. Each document has its own training module, which drives retraining when a new version comes into force.
- One electronic signature, Read and understood, refused until every material has been opened. Each first opening is recorded with its time, version and fingerprint, and the signature attests each document version on the document itself.
- On-the-job training forms: the trainer, the area or line, the equipment, the dates and the hours of supervised practice, every task recorded Competent and the trainee statement, then signed Authored by the trainee, Reviewed by the manager and Approved by QA.
- Retraining checked every hour: a document in the module has a newer effective version, a document was added to the module, a periodic interval has run out, or a role's curriculum is not fully assigned. Each assignment states its reason and is made by QLogix automation.
- Reminders emailed to trainees and their managers ahead of the due date, on the day and while overdue, and one alert per person with overdue training in the alerts inbox, resolved when nothing of theirs is overdue.
- Team and compliance: each person in the matrix against each module their roles require, matrix compliance as the share of required trainings completed, everything missing assigned in one step, and the reporting structure drawn as a tree with where each team's training stands.

## How it fits the platform
Training follows document control. A controlled document's approval records whether training is required for the version, for which roles and by which method, and making a new version effective is what triggers retraining: within the hour, everyone whose training includes the document is assigned to read the new version. A document's page lists who signed Read and understood on each version, whether on the page itself or through a training assignment, and a Team training panel shows who signed the version in force, who has training open and who is overdue.
A master batch record in the MES names its governing procedures, and before a person executes, verifies or marks a step not applicable, the MES checks that they signed Read and understood on the effective version of each; completing the training satisfies that check. Change controls and CAPAs name training as a requirement or an action, the training is assigned here, and the completed assignment or on-the-job training form is the evidence. Visual inspection qualifications from the PM library appear in each inspector's training and in Team and compliance, read from the signed session rather than copied.

## Where people decide
Managers build the matrix, the modules and the assignments, and decide who holds each job function. The AI drafts reading material when a manager asks for it, quoting the procedure's requirements with the document number and section; nothing is added to a module by the assistant itself, and the text is never a controlled document. The system assigns retraining and missing curricula and sends the reminders; the trainee signs Read and understood, and an on-the-job training form is complete only when the manager has signed Reviewed and QA has signed Approved.

## Where people decide
- Read-and-understood training is complete only when the trainee signs, after opening every material; only the trainee can sign, and a manager who opens the material is not recorded as having read it.
- An on-the-job training form goes for sign-off only when every task is recorded Competent; the manager reviews and QA approves, two different people, neither of them the trainee.
- Withdrawing an assignment needs a reason, and the cancelled record keeps its number and audit trail; a reminder changes nothing on the record.

## Built to
- 21 CFR 211.25 personnel qualifications
- EU GMP Chapter 2 Personnel
- EU GMP Chapter 4 Documentation
- 21 CFR Part 11 and EU GMP Annex 11
- ICH Q10 pharmaceutical quality system

## Licensing
Per user per month, on its own or with other modules, ordered by purchase order from the client portal. Every module writes to the same audited records.
[Ask for a quote](https://qlogix.ai/contact)

## Questions about Training

### What is a training matrix in GMP?

A training matrix says which training each job function requires and who holds each function. In QLogix the matrix is a controlled record: job functions, the curriculum of each with its due period and retraining interval, who holds each role and who their manager is, each change audited with who, when and what. Giving a person a role assigns at once the read-and-understood training it requires that they have not completed or started.

### How does retraining work when an SOP changes?

Making a new version of a controlled document effective triggers it. Within the hour, everyone whose training includes the document is assigned to read the new version, with a note naming the document and both versions. Until they sign, the MES refuses their signature on a batch step governed by that procedure.

### Is the read-and-understood signature a Part 11 electronic signature?

Yes. The trainee types the email and password they sign in with, every time, and the signature records the printed name, the date and time, the meaning and the method. It is refused while any material is still unopened or when a document has moved to a newer version than the one opened, and five wrong passwords lock signing for 15 minutes.

### How is on-the-job training documented?

An on-the-job training module lists the tasks the trainee must demonstrate under supervision. The trainee records the trainer, area, equipment, dates and hours, marks each task Competent, confirms the trainee statement and signs; the manager signs Reviewed or returns the form with a reason, and QA signs Approved, which completes the training and locks the form.

### Can the AI write training material?

A manager can ask the assistant to draft reading material from the organization's own procedures: what the trainee will be able to do, the content in sections, the procedure's requirements quoted with the document number and section, the key points and a self-check with the answers. The manager edits it and adds it to the module, where it is fingerprinted and marked as drafted with the AI, by whom and when. The text explains the procedure; the trainee still reads the procedure itself at its effective version.

### How is it licensed?

Per user per month, on its own or with other modules, ordered by purchase order from the client portal. AI use is included in the licence. There is no card payment or self-serve plan.

## Reading
- [AI in document management and validation workflows for life sciencesDocument control under EU GMP Chapter 4, 21 CFR Part 11 and Annex 11 is about controlled versions, approvals, effective dates, distribution and periodic review. AI changes who writ…](https://qlogix.ai/blog/ai-document-management-validation-workflow)

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