Create qualification records

When you assign approved and released qualification units to a qualification profile, qualification records are created. These records provide detailed information about the qualifications or certifications that must be completed by the trainee who is assigned to the qualification profile.

Note

To automatically create qualification records when existing records approach their expiration date, set the Requalification Days Before Expiration property in the qualification unit and create reminders with reminder profiles before you create the qualification record.

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. Open the required qualification profile.

3. Click Qualifications tab.

4. In the Manager Assigned Qualifications section, click Assign Qualification Unit .

5. In the Add panel, select the required qualification units, and click Assign.

The qualification records are created for the selected qualification units in the Manager Assigned Qualifications section. Additionally, when a record is created:

The quality actions from the qualification unit are copied and become unique to the qualification record.

If Effectiveness Review Required is enabled for the qualification unit, its checklists are copied and become unique to the qualification record.

A property Requalification Start Date is also created. This property is only set when the qualification record is passed or completed.

You can view the history of all the assigned trainings for the qualification profile, in the Training Records tab of the qualification profile. This tab lists all the qualification records that are available for the qualification profile.

6. To add attachments to a qualification record, open the required qualification record from the Manager Assigned Qualifications section, and click the Attachments tab. Do the following:

In the Files section, click Add to .

In the Add panel, click Select File to browse to and select the required attachment, and click Add.

To remove the attachment, select it, and click Remove .

7. To ensure that the assignee completes the qualification record, complete the Waived task as follows:

Open the required qualification record, click Workflow tab.

In the Task to Perform section, enter your comments in the Comments box, click Not Waived.

The workflow creates a Scheduled task for you.

Once the task is completed, enter your comments in the Comments box and click Complete.

The workflow creates a Result task for you.

To record the result of the training, enter your comments in the Comments box. Depending on the result of the qualification record, do the following:

Click Failed, if the qualification record is not met the requirements for qualifying. When you click Failed, the qualification record is reassigned to the qualification profile.

Click Passed, if the qualification record has met the requirements for qualifying. When you click Passed, qualification record is ready for the assessment of its checklist.

When the training's checklist is completed, do the following:

Click Complete to start the effectiveness review. In the Reviewers section, click Add to assign reviewers. In the Add panel, search for and select the reviewers, and click Add.Add one or more reviewers and specify if their decision is required. Specify the required properties and click Complete. Specify the reviewer's level of participation in the Minimum Participation section. Enter your comments in the Comments box, and click Complete.The task is sent to the selected reviewers. After the reviewers provide their approval, the status of the qualification record is changed to passed.If the trainee passes the certification, the associated quality action’s Due Date is updated by adding the qualification unit’s Renewal Period to the current date. If the trainee fails the certification, the associated quality action’s Due Date is not updated.