- Skill Management

Skill Management


Skilled tasks allow the recipient to sign off and say they have read and understood a particular version of a controlled document.

The skilled list can be created as a stand-alone list in any controlled document or as part of a skilled group which contains multiple controlled documents.

Once the skilled user list is set-up on a particular controlled document or skilled group, each time a new version of a controlled document is released, iPassport automatically sends out a new skilled task. The system can also operate at user defined intervals and therefore, re-issue skilled tasks for the same version.

There are a number of settings that govern the issuing of skilled tasks.

Required Permissions

There are four permissions that govern the ability to add skilled staff members to a controlled document:

  • Skilled Staff: Add Skilled Staff
    This permission covers adding both trained and untrained skilled staff to a draft controlled document only.

  • Skilled Staff: Delete Skilled Staff
    This permission covers deleting both trained and untrained skilled staff from draft controlled documents only.

  • Skilled Staff: Add/Delete Authorised
    This permission covers adding and deleting both trained and untrained skilled staff from authorised controlled documents.

  • Skilled Staff: Verify Skill
    This permission allows a user to be a verifier of skills within a given OU.

System roles that have the word ‘Editor’ in them, contain the first two permissions above but only the Administration Editor role includes them all. With the search facilities available, there are several ways to search for permissions within roles. Here is one method to view them all (using this role as an example):

  1. Navigate to Administration > Roles > Search Roles
  2. Click in the row of the role, Administration Editor
  3. Click the Permissions tab
  4. Select Skilled Staff from the Filter by Type dropdown menu

There are 6 permissions that relate to ‘Skilled Group’ management (and can be viewed using the same method above):

  • Desktop: Show Skilled Groups Menu Item
    Without this permission, a user won’t even see the sub-menu item, Skilled Groups under the menu, Competency

  • Skilled Groups: Can View Skilled Groups
    This allows a user to view skilled groups.

  • Skilled Groups: Manage Skilled Groups
    This allows a user to edit normal skilled groups.

  • Skilled Groups: Can Edit Private Skilled Groups
    This allows a user to edit existing private skilled groups.

  • Skilled Groups: Can Manage Skill Verifiers
    This allows a user to add and delete skill verifiers.

  • Skilled Groups: Can Delete Skilled Groups
    Provides the ability to delete groups that have been created.

These are only included in the system role, Administration Editor.

Skilled Settings

Skilled Tasks Settings

The skilled settings can be found under: Administration -> Settings -> Organisational Unit Preferences -> select the OU to set the preference for -> click on the ‘Skilled task settings’ row.

  • ‘Issue New Task for re-issued skills’ When checked, this works in conjunction with the ‘Time interval’ preferences. The system automatically re-issues tasks for all except revoked skills. Should a task be unconfirmed at this stage then it will be marked as invalid by iPassport and a new task would be issued.

  • ‘Reissue skilled tasks only on Major revision’ This preference allows admin to only automatically reissue skills when a major revision is undertaken e.g. version 1 to version 2. There is an override option when authorising the new version.

  • ‘Require verification of skills from user with tasks’ When a task is created (user is added initially as untrained) then the task would require verification.

  • ‘Require verification of skills from staff without tasks’ When no task is issued (user is added as trained) then the item requires verification.

  • ‘Set skilled tasks’ due date to be the same as a release date if document is Pending Release’ This allows admin to set the due date for the skilled tasks as the release date for the controlled document should a separate release date have been used when authorising.

  • ‘Skill Verification Summary Email’ Skill verification email summaries are sent to those staff marked as a verifier for the particular OU. It is important to remember that the reminder is based on a user (their Default Department) and not the OU a document resides in. Only skilled items that can be verified (are awaiting verification) will be listed within the email.

  • ‘Time interval for Due Date on system reissued skilled tasks’ The time interval for due date allows a default due date for skilled tasks to be applied to the OU, this is applied when a skilled user is added to a document. It is possible to override the default due date when authorising the controlled document. This new date would be applied to everyone skilled on the document at the time of authorisation. The date is added in days e.g. 30 would represent 30 days from the date of authorisation.

The ‘Due On’ and the ‘Completed Date’ of the skilled tasks are visible within the ‘Skilled’ tab for the controlled document and when exporting details from the ‘Tasks’ area.

skilled area in controlled document to show due date and completed date

  • ‘Time interval for reissuing skilled tasks for COSHH document type’
  • ‘Time interval for reissuing skilled tasks for Document document type’
  • ‘Time interval for reissuing skilled tasks for External Document document type’
  • ‘Time interval for reissuing skilled tasks for Health and Safety document type’
  • ‘Time interval for reissuing skilled tasks for Policy document type’
  • ‘Time interval for reissuing skilled tasks for SOP document type’

For the ‘Time interval for reissuing skilled task for…’ controlled documents this preference automatically reissues skilled tasks at the time period stated e.g 365 days. Should a new version be created in this time, the task is reissued and the system starts the count again using the number displayed e.g. 365.

The reissue date of any skilled task notification is based on the date when the individual user last completed their previous skilled task.

For Example: For a single document (with a skill reissue interval set to 1 year), user1 and user2 are on the skilled list. User1 completed their reading task on August 1st, 2017, which coincides with an extended time user2 is taking out of work. Therefore, User2 does not complete their own skilled task until October 1st, 2017. Once the content of the document is updated and authorised for use, User1 would receive their next skill task on August 1st, 2018 whereas user2 will not receive theirs until October 1st, 2018.

This process works the same if user(s) are added to the skilled task after it is created.

All skilled settings are OU based, which means that any changes will only be applied to the particular OU selected.

If the OU drop-down selector is not available, then the user only has access to the settings for one OU, and as such would not be able to make adjustments to other OU’s.

Skilled tasks settings in OU preference

Adding Skilled Staff to a Document

This is one way to set skilled staff. The important thing to remember is that adding skilled staff to a document only allows the user to do this on a document by document basis. It’s primarily used if the user wants to add skilled staff to a few key documents. If a user wants to add lots of staff to lots of documents, use Skilled Groups.

To do this navigate to the ‘Skills’ tab in a Controlled Document. The ‘Add Trained Staff’ button allows a user to add a staff member to the skilled list without iPassport issuing a skilled task for this version; going forward iPassport would issue a new skilled task for any subsequent versions. The ‘Add Untrained Staff’ button allows a user to add a staff member to the list. If it’s a ‘Draft’ document the staff member is added to the skilled list and the skilled task is prepared but not issued. Once the document is ‘Authorised’ the skilled task will be issued for the staff member.

It is not possible to be skilled on a ‘Draft’ document. If adding Untrained Staff member the skilled task will typically be issued immediately. However if the ‘Active Date’ is set in the future then the skilled task will be held until the activation date is reached.

There are two ways of adding users to the group. A user can either select an existing ‘Distribution List’ from the ‘Groups to send this task to’ field on the left, or they can select users individually from the ‘Users to send this task to’ field on the right. It is possible to select multiple groups and add individual users. Should a user be a member of multiple groups a user has selected, the system will only add them once to the skilled group. Once the required fields have been completed, click ‘Create Task’.

add untrained staff member

Skilled Groups

Skilled groups allows admin to add multiple documents and multiple staff in one area. This also means that new members of staff can be added to one group and be automatically added to all the documents in the skilled group.

Admin can add all the documents from one OU to a group and then add all the staff they want to be skilled on. iPassport automatically issues the tasks to the staff and then the ‘Skilled task settings’ to determine what happens after they are issued.

The system will not send a new task to a user if they are already skilled on that document but still counts them in the group.

The group facilitates sharing of skilled items across OUs.

They are accessed via: Competency -> Skilled Groups

navigate to competency then skilled groups

There are five tabs within the Skilled Groups sub-menu option, these are:

5 headings for skilled groups

Adding a Skilled Group

To add a new skilled group, go to: Competency -> Skilled Groups -> click ‘New Skilled Group’ tab.

This opens the ‘Create a new Document Group’ page.

Create a new Document Group screen from new skilled group tab

The ‘Name’ field is required; this should be as descriptive as possible. There is no limit on the number of groups that can be created. An example might be: Site wide Health & Safety policies.

The ‘Code’ field is required, this is free text but iPassport does perform a validation check. This acts as a second unique identifier for the record.

‘Set as Private’ allows a user to restrict access (and visibility). If this is checked, then only the original creator of the group is permitted to make any edits.

Selecting the ‘Add OU scope for this group’ allows a user to request help to identify the purpose of the group.

If ‘Set as Private’ is un-checked then OU scope will be ignored.

The ‘Details’ field provides a user with the opportunity to expand on the function of the group, so that any new staff can clearly see the intended purpose of the group.

Once the details have been entered simply click the ‘Save’ button in the lower right corner.

Adding Users to the Skilled Group

Once a group has been created a user will be able to add both staff and documents to it.

Skilled Group displaying the General tab

To add a user (or staff), click the ‘Users’ tab. The tab also displays a count of the staff currently added.

staff tab showing the Add User option

Click the ‘Add User’ option on the right of the screen. This opens the ‘Adding a user to a Document Group’ lightbox.

Add user lightbox and task creation

There are two ways of adding staff to the group. A user can either select an existing Distribution List from the ‘Groups to send this task to’ field on the left, or select user(s) individually from the ‘Users to send this task to’ field on the right. It is possible to select multiple groups and add individual staff. Should a user be a member of multiple groups selected, the system will only add them once to the skilled group.

To add the staff, scroll down the task lightbox and click ‘Create Task’. The staff should be added to the staff list.

The staff list displaying the newly added user

To remove a user from the group simply click the delete ‘trash icon’ in the ‘Actions’ column.

Adding Documents to the Skilled Group

To add document(s), click the ‘Documents’ tab. This tab also displays a count of the documents currently added.

Documents tab showing the add document option in list skilled group

Click the ‘Add Documents’ option on the right of the screen, this opens the add documents lightbox.

Add documents lightbox and task creation

To add document(s), simply use the ‘Search’ field to find a specific one, or the ‘Organisational Units’ field to display all in a given OU. The search results can be filtered down by ‘Category’, ‘Status’ and ‘Type’ as well.

A user is only able to add documents that reside in an OU they have access to.

Once a document has been located, click the blue plus in the ‘Actions’ column to add it.

Add documents lightbox displaying search results and blue plus button

enter task details in here

Click on the ‘Enter Task Details in here’. A user is able to set a specific ‘Due Date’ for the task. The details provided here will apply to the document(s) added during this process.

When finished adding Documents to the Document Group, close the lightbox by clicking the ‘X’. This will return the user to the ‘Documents’ tab.

showing the Documents tab with the newly added documents

As soon as the document(s) are added, the tasks will be automatically issued from the system.

This only applies to presently authorised documents, should a draft document be added then the tasks would be issued when it is authorised.

Viewing Tasks in the Skilled Group

Now the document(s) have been added. iPassport then adds a task to the ‘Tasks’ tab in the skilled group as well as the ‘Tasks’ tab in each of the controlled documents. The ‘Skills’ tab is also updated in each of the controlled documents.

Navigate to Competency -> Skilled Groups -> Select the Skilled Group -> Click on the ‘Tasks’ tab. From here it is possible to view the status of each of the tasks associated with the skilled group arranged in controlled document order.

Tasks tab showing all the controlled document skill tasks for the skilled group

The status for each user against each document is displayed and is updated as the task progresses. A magnifying glass icon in the ‘Actions’ column (which shows details of the staff’ task) allows attachments to be added (such as evidence the user has completed it). A user verification option will appear in the ‘Actions’ column (if it is set-up in the preferences) once the task is marked as completed.

Tasks can be re-issued through the ’Re-issue Task’ icon if in a ‘Confirmed’ State.

Reissue Skills

Viewing Skilled Tasks

Skilled events are visible in a number of areas once they have been issued, one of which is in the controlled document.

The Skills tab of a controlled document

The skill list can also be found in the staff profile, with each user being able to access their own staff profile through: Profile > View My Staff Profile > and click the Skills tab.

view my staff profile

Showing the skills tab in the staff profile

The skilled tasks can also be found in multiple locations. Depending on the individual user preferences, they will also receive an email notification for each newly created skill task. The ‘Tasks’ tab of the controlled document displays the tasks for that particular record.

The Task tab within a controlled document showing skilled tasks that are due

They can also be found in the Task area of iPassport, accessed via: Tasks (global menu in top right of the screen) > My Tasks. A user can use the ‘Quick Searches’ dropdown and order the results by the ‘Order By’ dropdown. A user can manually add text into the ‘Search Text’ field, as well as use the dropdown options for ‘Domain’, ‘Type’ and ‘OU Filter’ to locate the task.

my task search area

They can also be accessed from My Tasks in the sidebar menu.

Completing a Skilled Task

Once the task has been issued, it can be completed from any area where the task is located. This means that it can be completed from the controlled document Tasks tab, from the Task area (under My Tasks tab) or from My Tasks on the sidebar menu.

To complete the skilled task from the controlled document navigate to Laboratory Records -> Controlled Documents and enter the record, the complete option would be displayed on the ‘General’ tab.

Tasks tab showing the search filter use

To complete the task to say it has been read and understood click ‘Done’. The ‘Complete task….’ light box will appear and a user can add a ‘Completed Note’ (although this is not a requirement). Then click the ‘Complete Task’ button.

complete task lightbox

When a skilled task is completed, the ‘Skills’ tab in the controlled document is updated.

Showing the completed skill

Skill Verification

Within iPassport it is possible to require skills to be verified, so that once the user has completed the skilled task, it is sent to a skill verifier to verify and sign off. This is required when the preferences are set-up for the OU.

The ‘Skilled Staff: Verify Skill’ preference needs to be activated.

Add a Skill Verifier

For a skill to be verified a user needs to have skill verifiers for that OU. These are users that can receive system mail and record the skill as being ‘verified’ (or reject it).

To add a skill verifier(s) go to: Competency -> Skilled Groups -> Skill Verifiers.

The Skill Verifiers tab

To add a new skill verifier click the ‘Add Verifiers’ button for the OU required. This will open the verifiers lightbox and allows admin to choose the user(s) that are to act as verifiers for the OU (across all document types). Importantly it will only allow a user to act as verifier if they have permission of: Skilled Staff: Verify skill for the OU required. As such, each list may look different. Select the user and the click ‘Save’, the user will be added to the verifier list.

Verifying a Skilled Task

Once there is a verifier for the OU, then it is possible to verify skilled tasks for that OU.

The skilled task can be verified from the ‘Skills’ tab within the controlled document. When the skilled task is marked as ‘complete’ there are additional options shown in the ‘Actions’ column.

The magnifying glass icon provides further details and allows uploads to be applied as evidence for the skill. To add attachments click the ‘Add Attachment’ and this allows evidence to be loaded for this user.

Showing the add attachment option from the further details (magnifying glass) of the skill

Click the ‘X’ in the top right corner to return/ exit the lightbox.

The ‘trash icon’ is also visible in the ‘Actions’ column. This removes the user from the skilled list following a confirmation unless they have been added via a group in which case click the multiple user icon in the ‘Actions’ column and delete them in the skilled group.

awaiting verification skilled task

To verify the task, click on the Skilled Task that is set to ‘Awaiting Verification’. Click the tick icon in the ‘Actions’ column, clicking this opens the ‘Verify Skill’ lightbox. Should a user wish to add further evidence types go to: Competency -> Skill Groups -> Skill Verification.

The verify skills lightbox Verification

This process is good if a user is verifying one or two staff.

If a user needs to verify multiple users, this can be done via: Competency -> Skill Groups -> Skill Verification.

Skills verification tab showing tasks that require verification

From the ‘Skill Verification’ tab a user can see all the skills that require verification. Should a user wish to narrow down the search results particular user or document, they can use the search fields. It is also possible to select multiple skills here and verify them all at once. The select options to the left of the document type/ name allows a user to choose which ones to verify.

Once a selection has been made click ‘Confirm Skill’, this will open the Verify Skill(s) lightbox (as noted before). The fields in the lightbox allow a user to say if evidence has been seen for the skill and provide additional comments. The ‘Evidence Types’ is used when ‘Evidence Seen’ is selected and allows a user to record the type of evidence provided. It is not possible to add further types from within the lightbox, they can only be added via the ‘Evidence Type’ option in the ‘Skill Verification’ tab.

add evidence type

Then click the ‘Verify’ button.

If a user has selected multiple staff or multiple documents the same skilled comment would be applied to all.

Once the skill has been verified, it is removed from the ‘Skill Verification’ tab, and the details can now be seen in the ‘Verification History’ tab.

It is also possible to locate this within the ‘Skills’ tab of the ‘Staff Profile’.

Rejecting a Skill

Even though a user may have completed the skilled task it does not mean that they have to be verified on the skill, it is possible to reject their skill. This is done in the same way as Verifying a Skill Task except a user selects the ‘Reject Skill’ or the ‘x’ option.

reject skill click on the x

reject skill light box

If a skill is rejected then it is stored in the ‘Verification History’ and it is given the status of ‘Verification Rejected’.

The same status can be observed within the ‘Skills’ tab of the controlled document the skill relates to, as well as the ‘Skills’ tab within the staff profile. Should the verification rejection occur to a user from a skilled group then it is possible to re-issue the task from the skilled group and allow the user to perform the skill again.

Should the rejection have occurred for a user outside of a skilled group, who has been added manually to the controlled document, then the task needs to be issued again manually.

Revoking a Skill

Once a skill has been verified, it is possible to revoke the skill, essentially saying that the user is not skilled and not verified on the controlled document. This can only be accomplished via the ‘Verification History’ tab.

Verification History tab

To revoke a skill, select a ‘Verified’ skill and click the ‘Revoke Skill’ option, doing this opens the ‘Revoke Skills’ lightbox.

Revoke skill lightbox

Here the user has the option to automatically reissue the skilled task using the ‘Reissue task for the revoked skills’ option. After this, a user is required to enter a ‘Revoke Reason’ for the skill history. Once this has been entered click ‘Revoke’. This skill item will be issued immediately for all the revoked tasks during this process. Another skill item will be displayed in the controlled document, the staff profile, and the skilled group under ‘Tasks’.