A Certification Role's Details Page
Each certification role created in KAStrack will have its own Certification Role Details Page. It is comprised of three tabs: Assigned Users, Required Certifications, and Role Info. Each tab is explained in detail on this page.
Select Roles in the People Module from the Main Menu to Open the Certification Roles Page. Clicking on a certification role name in the table will open the Certification Role's Details Page.
Assigned Users Tab
The Assigned Users Tab shows all available users currently assigned to the Certification Role in the Assigned Users Table. This tab allows an administrator to edit the users assigned to a certification role and is the most efficient way to make bulk edits to multiple users’ role assignments at once.
This table functions just like the Matrix page, but displays a view filtered to this particular role. For more details on table functionality, refer to the Matrix Page in the User Manual.
If there are no users assigned to the Certification Role yet, the page will display a message stating “No users are assigned to this role.”
Multiple individuals can be added to a certification role at one time.
How To: Assign a Certification Role to Multiple Users at Once
To assign a certification role to multiple users at once, select the Roles Page in the People Module from the Main Menu to open the Certification Roles Page.
Click the “View/Edit (#)” clickable link that pertains to the role you want to assign users to opening the Assigned Users Tab of the specified certification role's Details Page.
The Assigned Users Table shows the user’s names in the first column. The following columns show the certifications assigned to the role selected. Click the “Edit Users” button to open the Edit User Table on the Assigned Users Tab.
Use the checkboxes in the first column to identify the users the certification role now applies to.
Use the checkbox in the header row to select/deselect all available users.
Click the “Save Changes” button and return to the Assigned Users tab.
The section below the Assigned Users Table displays “Candidate Users Not Currently Assigned to This Role”. This shows users who, based on their current completed Certifications and the Certification Requirements for this role, would be Valid (green) if they were to be added to this Certification Role.
Use the Add User button from the Candidate Users table to simply add the user to the Certification Role.
How To: Assign Candidate Users to a Certification Role
Candidate Users are users who, based on their current completed Certifications and the Certification Requirements for this role, would be valid (green status) if they were added to this Certification Role. Candidate Users are identified by KAStrack and shared on the Assigned Users Tab of a certification role's Details Page.
To see candidate user recommendations and assign them, select Roles in the People Module on the Main Menu. This opens the Certification Roles Page. Identify the specific role whose candidate users you wish to review and select the clickable link "View/Edit (#)".
Identify the specific role whose candidate users you wish to review and select the clickable link "View/Edit (#)" opening the certification role's Details Page on the Assigned Users Tab.
At the bottom of the tab will be the list of KAStrack generated candidate users that are not currently assigned to the role. Click the "Add User" button to the right of a candidate user's name and that user will now be included in the Assigned Users Table above.
Required Certifications Tab
The Required Certifications Tab lists the required certifications associated with the specific Certification Role.
The Required Certifications Tab allows an administrator to edit the list of required certifications.
How To: Edit Required Certifications for a Certification Role
To edit the required certifications for a specified certification role, select Roles in the People Module from the Main Menu to open the Certification Roles Page.
Identify the certification role whose required certifications you wish to edit and click the “View/Edit (#)” clickable link to open the specified certification role's Details Page. Open the Required Certifications Tab.
Click the “Edit Required Certifications” button to open the Edit Required Certifications page.
Select the checkboxes for the required certifications you would like to add to the certification role or deselect the checkboxes for required certifications that you no longer wish to be required.
Use the checkbox in the header row to select/deselect all available Certifications.
Select the “Save Changes” button to save the changes made and return to the Required Certifications Tab.
Role Info Tab
The Role Info Tab states the description, role requirements and tags associated with a certification role, as well as competency settings for the Certification Role (if competency tracking is enabled for your KAStrack installation).
The Role Info Tab allows an administrator to edit this information.
How To: Edit Certification Role Information
To edit the information associated with a specific certification role, select Roles in the People Module from the Main Menu to open the Certification Roles Page.
Identify the certification role whose information you wish to edit and click the “View/Edit (#)” clickable link associated with it to open a specific certification role's Details Page. Select the Role Info Tab.
Click the “Edit Role Info” button opening the Edit Info Page allowing you to edit the certification role information specified when the certification role was created.
Alter the description, role required, tags, and/or any competency settings for the Certification Role (if competency tracking is enabled for your KAStrack installation), and then click the “Save Changes” button to return to the Role Info Tab.
How To: Define Competency Settings for a Role
If competency tracking is enabled for your KAStrack installation, you can define the Competency Settings for a Certification Role while creating or editing the role. Competency allows your organization a way to track users’ fitness / competence to be assigned to a particular role. This provides a way to ensure users meet the necessary requirements and standards to perform the role they're in.
To enable Competency tracking for a Certification Role, click the checkbox next to “Require competency for this role”.
Next, choose whether to “Use default certificate” or “Add custom certificate” for Competency evaluation. Using the default certificate will assign a system-generated evaluation worksheet to be filled out when the assigned user’s competency requirement is being completed. If you’d like to use a different certificate for this purpose, choose “Add custom certificate” and then select the “Choose File” button underneath it and upload the desired file.
When editing Competency Settings after a custom certificate has been selected, these options change to allow selection between the default certificate, the existing custom certificate, and adding a new custom certificate.
If the competency expires after a certain amount of time, click the checkbox next to “Competency expires”. This allows you to define the “Duration role competency is valid” and “Email lead time before roles competency expires”. The duration the competency is valid refers to the time until the competency expires. The email lead time refers to the warning period given to the user before their competency has expired. Fill in a numerical value next to each field, and choose the time period of either years, months, weeks, or days. To ensure the user is properly alerted that their competency is expiring soon, make sure that the “Email lead time” value is sooner than the value for the “Duration role competency is valid”.
Privacy settings on the Competency allow you to hide competency for this role from various reports and/or users with specified People Module Levels. Click the checkbox next to any options you’d like to hide the role competency from. If choosing People Module Levels, users with only those Module Levels will not see the role competency when viewing reports that include it, and also will not see it as a required action If they are assigned to this Certification Role. If you’d like to hide the Competency from inclusion in any shared reports or QR reports, regardless of a user’s People Module Levels, select those options.
Selecting a People Module Level in Privacy hides the Competency from users with only that Module Level. If a user has multiple People Module Levels, they may still see the Competency unless the Competency is hidden from all of those Module Levels.
How To: Record a New Competency Certificate
Competency tracking allows your organization a way to track users’ fitness / competence to be assigned to a particular role. This provides a way to ensure users meet the necessary requirements and standards to perform the role they're in. When competency tracking is enabled for your KAStrack installation, you can set up individual Certification Roles to track competency by defining competency settings in the Certification Role's Details Page.
Define Competency Settings for a Role
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Once a Certification Role has Competency settings defined, there are three ways that the Competency can be marked complete for a user.
Recording Competency Certificates from an individual User's Page
Employees, their Supervisor(s), and site Admins can record Competency Certificates by visiting an individual User's page in the People Module.
For an Employee looking to record their own Competency Certificate, click on People, then My Account, then Certification Roles from the Main Menu to access the Manage Roles/Certifications tab of the User page.
For a Supervisor or Admin looking to record Competency for another user, click on People, then Users from the Main Menu, then click on the name of the user you wish to record Competency for.
Once on the Manage Roles/Certifications tab, you will see the Certification Roles and Other Required Certifications tables. If the user is assigned a Certification Role that has Competency required, this will be indicated in the Certification Roles table by a star icon next to the Certification Role's Name in the Required Role column. The Competency column of the table will show a status message, an Expiration Date will be provided in the Expiration Column (if an approved submission already exists), a Certificate Template can be printed from the Certificate column (this may take a few minutes), and you can record the new Competency Completion from the Submit Column. Thus, to record a new Competency Completion for the associated Role, click the Add Competency button in the Submit column.
Clicking Add Competency launches the Add Competency to Required Role page for the user. Fill in the fields on the page, including who has approved the completion and the Date Completed. If the competency expires, an expiration date will be filled in automatically for the user. If this expiration date is not acceptable, you can change it to a sufficient expiration date. If a Competency Certificate is required for completion, then select the Choose File button to upload the completed Certificate file.
Hit the Add Competency button, and the completion will be submitted. This will redirect to the specific Role Page for this user, and show a summary of the Competency Completion submission.
If submitted by an Admin or Supervisor, the Competency Completion will show as approved.
This is also reflected in the overall Certification Roles table for the user from the Manage Roles/Certifications tab.
If the Employee has submitted their own Competency Completion, the status will show as "Submitted for approval".
An Admin or Supervisor can then review the Competency Completion by going to People, then clicking Submissions, then Pending Approvals from the Main Menu. Competency Completions pending approval are shown in the bottom table, "Competency Certificates Submitted For Approval".
Click Approve to Approve the submission, or Decline if there are issues with the submission. If you select Decline, a modal appears allow for input of a message to the user of why the submission was declined.
The user will see this message in the specific role page associated with that Competency.
Recording Competency Certificates from the Roles Page
A Supervisor or site Admin can record Competency Certificates by visiting the Roles page of the People Module.
To do this, click the "View/Edit (#)" link for the particular Certification Role with Competency under its associated Company.
This launches the Roles page for this specific role. From the Assigned Users tab, locate the filtered matrix table of users assigned to this role. If Competency is required for this role, a star will be visible in the cell for users assigned a Competency requirement.
Click on the plus button next to the role name in the column heading for the matrix, or on a particular cell, to expand the table. When competency is enabled, the first column after assigned users' names will be a column for the Role's Competency, followed by columns for Certifications required by that Role. To record a new Competency Completion, click the cell for the user you wish to record Competency for.
This will launch the Competency modal for this Assigned User. Click the Add Competency button to Add Competency as described in the section above.
After completion has been submitted and approved, you will be redirected to the specific Role Page for this user, and show a summary of the Competency Completion submission.
Recording Competency Certificates from the People Matrix
A Supervisor or site Admin can record Competency Certificates by visiting the Matrix page of the People Module.
This launches the Matrix page for all Certifications Roles and associated users. Locate the full matrix table of users and their associated Certification Roles. If Competency is required for a role, a star will be visible in the cell for users assigned a Competency requirement.
Click on the plus button next to the role name in the column heading for the matrix, or on a particular cell, to expand the table. When competency is enabled, the first sub-column under the Role Name heading will be for the Role's Competency, followed by columns for Certifications required by that Role. To record a new Competency Completion, click the cell for the user you wish to record Competency for.
This will launch the Competency modal for this Assigned User. Click the Add Competency button to Add Competency as described in the section above.
After completion has been submitted and approved, you will be redirected to the specific Role Page for this user, and show a summary of the Competency Completion submission.
How To: Delete a Certification Role
To permanently delete a certification role, select the Roles in the People Module from the Main Menu to open the Certification Roles Page.
Identify the certification role you wish to permanently delete and click the “View/Edit (#)” clickable link associated with it to open the certification role's Details Page. Select the Role Info Tab.
Click the “Edit Role Info” button to open the certification role's Edit Info Page.
Click “Permanently Delete Role” from the bottom right-hand corner of the Edit Info Page to delete the Certification Role, opening a Deletion Confirmation Modal.
The modal states “This cannot be undone! Are you sure you want to delete this role and associated certification requirements?” Click the “OK” button to permanently delete the certification role.
Deleting a Certification Role does not delete associated Certifications or users, but rather the Certification Requirements assigned to users by the Role.
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