Assign qualification definitions to a qualification profile

To qualify an assignee for a specific job position, you can assign a qualification definition to the assignee’s qualification profile. This assigns all qualification units, of the qualification definition, to the qualification profile, and creates qualification records for each qualification unit.

When you assign a qualification definition, an instance of the qualification definition is created for the profile as a profile qualification definition. As the assignee completes the assigned qualification units, you can track the status of completion by reviewing the status of the profile qualification definition.

Some qualification definitions might have common qualification units. If you assign these qualification definitions to the qualification profile, qualification records are created only for the unique qualification units.

Procedure

1. In the Launcher , click the Explorer.

If this option is unavailable, search for it. You can pin it from the search results for future access.

2. Navigate to the folder where you have created the qualification profile, and select it.

3. Click the Profile Qualification Definitions tab.

4. Choose More Commands

Manage  > Assign Qualification Definition.

5. In the Assign panel, type the name of the qualification definition to filter from the list, select the required qualification definitions, and click Assign.

When you assign a qualification definition to a qualification profile, it results in the following:

In the Overview tab, the Full Qualification Status field is populated with Not Fully Qualified. When the trainee completes all active qualification records created from assigning the qualification definition, the Full Qualification Status field is updated to Fully Qualified. This field is not impacted by the status of the qualification records from Manager Assigned Qualifications.

In the Active Qualifications section of the Qualifications tab, qualification records are created for the qualification units of the selected qualification definition. Additionally, the quality actions and Effectiveness Review checklists, from the qualification unit, are created in the qualification records.

In the Profile Qualification Definitions tab, an instance of the qualification definition is created for the profile in the Active Profile Qualification Definitions section. Here, you can track the status of completion by reviewing the status of the profile qualification definition.

If you open the profile qualification definition, you can view the Qualification Deadline date. This date is calculated by adding the qualification definition's Qualification Period to the date of assignment. This allows the trainees to know the deadline by when they must complete all trainings of the qualification definition, and become qualified for the job position.

In the Profile Qualification Definition Details, the content is inherited from the parent Qualification Definition into the Profile Qualification Definition.

After the assignment is done, the QR Workflow workflow creates a WaivedCondition task for each qualification unit of the qualification definition. This task is created when the target entity, of the qualification profile, is a person.

6. (Optional) To assign supervisors to the profile qualification definition, do the following:

In the Active Profile Qualification Definitions section, select and open the profile qualification definition.

In the Supervisors section, click Add .

In the Add panel, search for and select the users to be assigned as the supervisors, and click Add.

Supervisors can edit the profile qualification definition and its qualification records. If you do not assign a supervisor, the Responsible User from the qualification profile takes on the role of the supervisor. The assigned supervisor is added to the Active Supervisors field in the Overview tab of the qualification profile. The Active Supervisors field allows the Training Coordinator to view all assigned supervisors from all active profile qualification definitions of the qualification profile.

7. When a trainee is promoted or transferred to another department, or for any other change in status, you must deactivate their profile qualification definition. Do the following:

In the Active Profile Qualification Definitions section of the Profile Qualification Definitions tab, select the required qualification definition.

Choose More Commands

Manage  > Deactivate Profile Qualification Definition.

In the Provide Change Reason dialog, specify the reason for deactivating the Profile Qualification Definition, and click Continue.

The instance of the qualification definition is moved to the Inactive Profile Qualification Definitions section.

In the inactive profile qualification definition, the Qualification Period replaces the Qualification Deadline date. The Qualification Period is inherited from the source qualification definition. The associated qualification units are moved to the Inactive Qualifications section of the Qualifications tab. If some of the associated qualification units are shared with other active profile qualification definitions, these qualification units remain in the Active Qualifications section of the Qualifications tab.

8. To reactivate an inactive profile qualification definition, do the following:

In the Inactive Profile Qualification Definitions section of the Profile Qualification Definitions tab, select the required qualification definition.

Choose More Commands

Manage  > Reactivate Profile Qualification Definition.

In the Provide Change Reason dialog, specify the reason for reactivating the Profile Qualification Definition, and click Continue.

The instance of the qualification definition is moved to the Active Profile Qualification Definitions section.

In the reactivated profile qualification definition, the Qualification Deadline date replaces the Qualification Period. This date is calculated by adding the qualification definition's Qualification Period to the date of reactivation. The associated qualification units are moved to the Active Qualifications section in the Qualifications tab.

9. To ensure that the assignee completes the qualification unit, complete the WaivedCondition task as follows:

In the INBOX tile, select the WaivedCondition task for the qualification unit.

Under Action in the Overview tab, enter your comments in the Comments box.

Click Not Waived.

The workflow creates a Scheduled task for you.

After you schedule the training for the assignee, complete the Scheduled task as follows:

In the INBOX tile, select the Scheduled task for the qualification unit.

Under Action in the Overview tab, enter your comments in the Comments box.

Click Complete. The workflow creates a Result task for you.

To record the result of the training, complete the Result task as follows:

In the INBOX tile, select the Result task for the qualification unit.

Under Action in the Overview tab, enter your comments in the Comments box.

Depending on the result, click Certification Failed or Certification Passed. When you click Certification Passed, the workflow creates a Perform Self Assessment Checklist task for you.

To complete the training's checklist, complete the Perform Self Assessment Checklist task as follows:

In the INBOX tile, select the Perform Self Assessment Checklist task for the qualification unit.

Under Action in the Overview tab, enter your comments in the Comments box.

Click Complete. The workflow creates a select-signoff-team task for you.

Complete the select-signoff-team task as follows:

In the INBOX tile, select the select-signoff-team task for the qualification unit.

In the Reviewers section, click Add to assign reviewers.

In the Add panel, search for and select the reviewers, and click Add.

Specify the reviewer's level of participation in the Minimum Participation section.

Enter your comments in the Comments box, and click Complete. The workflow creates a perform-signoffs task for the selected reviewers. After the reviewers provide their approval, and the assignee completes all qualification units, the workflow updates the status of the profile qualification definition to Qualified in the Profile Qualification Definitions tab. In the Qualifications tab, the workflow updates the status of the qualification records to Qualification Passed. The associated quality action’s Due Date is updated by adding the qualification unit’s Renewal Period to the current date.