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Module Synopsis: This Module is designed to explore the functionality of using Certifications to control your employee, supplier and client requirements/certifications.

At the conclusion of this training session you will be able to

  • Create a Certification
  • Issue Certification to an employee
  • Issue a Certification to a Company as a requirement.
  • Allocate a Certification to a Supplier
  • Manage Certification Expiries.


Session Time & Resources: This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in management positions.

Creating a Certification Type


Certifications Types can be created from the Compliance >> Certification menu.

Once we have navigated to the Certifications section we will need to create a Category. Certification Categories are used to help break our certifications up into meaningful groups. For instance.

For this training module we're going to create a training category.

Click on the button to create your new category. We're going to simply call this category

'Training'

Click done when you're finished. You should now be able to see the training category in the category list to the left of the screen.



Now that we've created our category we're able to being to populate it with certifications types. To create a new type we simply need to click on the button.

We simply need to give our certification a name and then click the 'add' button. For this module we're going to create a

'Sample Certification' type.




Now that we've created our Certification type we can then create actual certifications of this type against users, clients or suppliers. It's important to note that you can issue as many certifications of this type to as many types of recipients as you need. For instance we could register our Sample Certification to both a user and a supplier if we needed to.

Issuing a Certification to a User or Supplier.

A user certification is used to indicate that this particular user has a specific set of skills or qualifications. To add a certification to a user we simply need to click on the 'Users' option or 'Suppliers' if we wish to issue to a supplier

Next to our sample certification type. This will display all the users that current possess this type of certification.




Unsurprisingly we can see that no users have been issued with a certification of this type yet. We can now click on the 'Add User to Certification' button to issue this certification to a user.


We can use the 'User' selection box to select the user we wish to issue this certification to. (The user must exist before certifications can be issued).
The identification field is used to record any kind of serial or registration number. For instance, this could be used to record the license number for a driver's license.
The details field is used to record any specifications or types of this certification, for instance a probationary driver's license or heavy vehicles license.
The valid from field can be used to record the issue date of the certification and the valid to field is used to record the expiry of the certification.

For this training module we're going to set the below details:

Identification – 12345Details – Sample Certificationvalid From – Todays DateValid To – Same Date Next Year



If we have made any errors during this process we can use the underlined 'Edit' tool to correct them.



If we have document Storage enabled we can also attach documents to the certification. This would be useful to attach a photo of the certificate.

Issuing a Certification to a Client
Some Clients may have requirements that only qualified and certified employees can perform work at their locations. This may mean anything from technical qualifications or security clearances. When you issue a certification to a client it is a statement that you're indicating that this client requires the following certification rather than possessing it.



To issue a certification to a client we simply click on the underlined 'Clients' button next to the certification that we wish to issue.



This will detail any certifications currently listed against this client. We can click on the 'Add Client to Certification' button to issue the certification.



We can now specify which client we wish to issue this certification to. For this training module we're going to issue it to our training client. We also have the functionality of issuing it only for specific locations. If this field is left blank then it the certification will cover all locations for that client. If it is set it will only apply to the specific location for the client. For this training module we're going to assume that the certification is for the whole client and not a specific location.



Once you've issued the certification to the client it can be archived should it no longer be required.

Managing User/Supplier Expiry Dates
If you wish AroFlo can notify you when a user/supplier certification is about to expire. This is done through the message board functionality on the home page. To turn this feature on you need to enable it for specific certifications. This can be done with the 'edit' button the certification type screen.



Once you click on the edit tool you can edit the certification name or the category that this certification will appear in.



There is also a 'Certificate Expiry Alert' tick box. If this is active then AroFlo will check to see when the expiry is due to expire. Certifications that are due to expire will appear on the message board one week before they are due to expire.
The archive button can be used to disable the certification should it no longer be required.

Ensuring that qualified resources are scheduled to clients with certification requirements.
Now that we've set certification for both a user and a client we can now set AroFlo up to ensure that we only schedule certified resources for jobs for this client. This can be done in several places.

Assigning to a Certified Resource

From the task creation screen we can click into Task to and set two additional filter fields onto our selection box. This is done by clicking on the button at the base of the selection box.

We can then add in the following fields

Certified (Task Client)
Certified (Task Location)



Once these columns have been added to your selection box you're able to specify if you only want to see employees that are certified to do work for this customer (or location) using the dropdown box a the top of the column you're able to specify if you just want to view certified employees or everyone. This is very useful in seperating certified employees from the rest of your staff.

This functionality is also available from the 'Forward Task To' button on the tasksheet.

 



Scheduling to a Certified Resource
This functionality is available in two places. The first is from the schedule tab within the task sheet. Click and add a schedule.

We can now use the button to select a resource. We can now then use the button to add in the following fields

Certified (Task Client)
Certified (Task Location)

This will allow you to filter the selection tool (exactly the same way as the assigned person selection box.)

The second method is available from the schedule group on the scheduling calendar.
We can use the dropdown box to select a resource and then use the button to add in the required certification fields.

 

 


This concludes this Training module. If you have any further questions or queries please don't hesitate to contact your training consultant or the support line.

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