There are several places where skill records and skilled tasks can be viewed and managed:
Skill records (Skills)
If any document has skilled staff members, they will be listed under its tab, Skilled. The tab also displays a count of the staff currently added, in brackets - Skilled(5).
There is a search area that includes the following filters:
On the right of the search area there is a pie chart that shows the percentage of skilled and unskilled staff when hovering over the red and green areas. This chart can be printed or saved as an image (PNG, JPEG) by clicking the context menu icon next to it.
If any users don’t have permission to access the document, a banner under the search area will display the message, “Staff members have been assigned who have no access to this document.”. These users will have a yellow warning triangle by their name.
The list of skilled staff members can be printed or exported as a CSV file. The relevant links appear in the header area of the list (Export List and Print).
The Actions column displays different icons according to the status and nature of the skill.
Any user can view their own staff profile by clicking My Profile in the sidebar menu. This opens to the User Details tab, which has the link, View My Staff Profile.
Staff Profiles can also be accessed by navigating to Personnel Management > Staff Profiles > Search Staff. Only staff with Home OUs that the user can access will be searchable.
The user’s skills can be viewed by clicking the Skills tab. The number in brackets denotes the number of documents, regardless of the number of versions and associated skills for a particular document - Skills(10). If a document is superseded before a user has confirmed their skill, its status becomes ‘invalid ‘. Skills can be deleted by clicking the trash/bin icon in the Actions column. Skills that have an attachment will display a paper clip icon next to the document/record title.
The search area has a number of filters and options:
A report of the search results con be produced by clicking, Print List. Any attachments will be listed under the associated skill.
Every controlled document record has a Tasks tab where skilled tasks can be viewed.
The search filters available include:
When documents have been added to a skilled group, iPassport then adds a task to the Tasks tab in the skilled group (as well as the other Tasks areas in this article). A task is set for each of the users who are not yet skilled on the current version of that document.
To view the tasks in a skilled group, open the skilled group record (via Competency > Skilled Groups > List Skilled Groups) and click the Tasks tab. Here it is possible to view the status of each of the tasks associated with the skilled group arranged in controlled document order.
The search area includes the following filters:
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, opens a lightbox which shows details of the task and allows adding Comments and Attachments (such as evidence the user has completed it). In the same column, tasks that have been confirmed and not reissued yet will show a ‘reissue’ icon (two arrows in a circle). To reissue one or multiple tasks, select them by ticking the checkbox in the left column and click the Re-issue Selected Task button (ticking the checkbox in the header area, selects all eligible tasks). Then, simply click, the Re-issue button in the lightbox that pops up, which lists the skills selected. The search area in this lightbox does not select or deselect any tasks. Once a new skill is reissued, the original one becomes ‘superseded’.
When a verification step is enabled in the OU Preferences of a document’s OU, once the task is completed by the skilled staff member, it will show the status, “Awaiting Verification”. It is the skill which gets verified, rather than the task, so verifiers must perform this step under the Skills tab of staff profiles or, the Skilled tab of documents involved or in the dedicated tab, Skill Verification. Both the staff profiles and documents can be reached from this page if the user has permission to access them. They will display underlined as a hyperlink that can be clicked. The article, Verifying & Managing Skills provides more detail about this.
Users can view skilled tasks assigned to them and to others from the global menu, Tasks. There is a dedicated tab for tasks assigned to the user (My Tasks) and another for all users that the person logged in has permission to view (Users Tasks). Depending on individuals’ user preferences, they will also receive an email notification for each newly created skill task. For details on how to find skill confirmation tasks in this area, please refer to the user guide, Users’ Tasks. Set the filter, Task Type to, Skill Confirmation.
By simply clicking the My Tasks icon in the sidebar menu, due tasks will be displayed. Skill confirmation tasks have the label, Read. Please refer to the section, Completing a Skill Task in the user guide, Getting Started for additional information.
The last article in this series covers Verifying & Managing Skills.