There are three permissions that govern the ability to add skilled staff members to a single controlled document and manage skills:
System roles that have the word ‘Editor’ in them, contain the first two permissions above but only the Administration Editor role includes them all.
There are several ways to interrogate what permissions are used in roles with the search facilities available.
Here is one method, using the Administration Editor 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):
These are only included in the system role, Administration Editor.
The settings for skilled tasks operate at OU level and apply to the documents from that OU. In this sense, a skilled group can contain documents from different OUs with different settings. For example, the same skilled group can contain documents from one OU that require verification of the skill confirmation and from another OU that don’t require verification.
To open the Skilled Task Settings page:
If the Organisational Unit drop-down menu field is not available, it means the user only has access to the settings for one OU and the others are not accessible, so the selector is not required.
The following settings are available:
Time interval for reissuing skilled tasks for Health and Safety document type
All the ‘Time interval for reissuing skilled tasks for…’ settings above define the time in which the system will automatically reissue skilled tasks for a particular type of document. The time interval starts when the previous skilled task is completed and unless the document version becomes superseded or inactivated, a new skilled task is reissued at the end of the interval. If a new version of the document is released during that period, the system will immediately create a new skilled task on the basis that the document has changed and must be re-read. The clock then starts counting again so that no longer than the time interval declared lapses before a skilled task is reissued and the user has to refresh their knowledge.
The time interval can be entered using either units of days, weeks, months or years. For example, to enter a time interval of one year, type, “1y” (”d” for days, “w” for weeks, “m” for months).
A particular document (with a skill reissue interval set to 1 year) has User1 and User2 on its skilled list. User1 completed their reading task on August 1st, 2019, which coincides with an extended time User2 was taking out of work. Therefore, User2 did not complete their own skilled task until October 1st, 2019. Unless a new version of the document was released in the interim or the document was retired, User1 should receive their next skill task on August 1st, 2020 whereas User2 should not receive theirs until October 1st, 2020.
This process works the same if user(s) are added to the skilled list at any time during the lifespan of the document’s version.
Require verification of skills from user with tasks
If a person becomes skilled on a document by receiving a skill confirmation task (please refer to the option, Add Untrained Staff below), a verification will be requested from appointed verifiers when this setting is enabled. The verifier can report having seen some type of evidence or enter comments about how they confirmed that the user read and understood the assignment.
Require verification of skills from staff without tasks
If this setting is enabled, a verifier will have to approve the skill when a staff member is added without issuing a skilled task (please refer to the option, Add Trained Staff below).
Skill Verification Summary Email
Skill verification email summaries are sent to those staff marked as verifiers for the particular OU. The reminders are based on the user’s Home OU (their Department) and not the OU the document resides in. Only skilled items that can be verified (awaiting verification) will be listed within the email.
Issue New Tasks 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. If a user has not confirmed a skilled task by the time a new one is to be issued, then it will be marked as invalid by iPassport and replaced with a new task.
Reissue skilled tasks only on Major revision
With this preference enabled, the system automatically reissues skills only when a major revision is released (e.g., from version 1.3 to version 2.0). There is an override option when a new version is being authorised (or an authorisation request is being filled out).
Time interval for Due Date on system reissued skilled tasks
A deadline can be set for skilled tasks here. It’s entered as the number of days by which a task must be completed once it’s issued.
It is possible to override the default due date at the point of authorising the controlled document (or filling an authorisation request). This new date would be applied to everyone on the skill list of the document at the time of authorisation.
The ‘Due On’ and the ‘Completed Date’ of skilled tasks are visible within the Skilled tab of the controlled document and when exporting details from the Tasks area.
Please remember all skilled settings are OU based, which means that any changes will only be applied to documents from the particular OU selected. Also, changes not saved before navigating away from the settings page will be lost.