Accreditation repositories

There are three ways to manage repositories :

• Common model: A common repository for the entire platform and not customisable locally.

• Siloed model: A domain-specific repository.

• Hybrid model: The combination of a common repository and local repositories siloed by domains.

A repository will be defined at the root level, and domain administrators will be able to create other repositories in their domains without accessing repositories in neighbouring domains.

Understand the concept of accreditation

• Open Administration > Accreditation

• In order to manage the accreditation, you need to create the accreditation repository in Syfadis Xperience. See also: Create an accreditation repository.

• An accreditation indicates an employee's ability to safely carry out an activity related to their job. It is a legal accreditation that is validated following a training course, it has a validity period defined by law. Accreditations must therefore be renewed regularly.

For companies, the management of accreditations is an important issue for the smooth running of the structure and the Syfadis Xperience platform makes it possible to manage them and train the employees concerned at the right time.

Additional Information

Examples of accreditation: certificate of aptitude for safe driving (CACES);  Occupational First Aid Rescuer (OHS);  Electrical Certification....

Create an accreditation repository

• Open the menu Administration > Accreditation > Accreditations

Creating your accreditation repository allows you to associate an employee with it and to manage the needs of renewals.

Procedure

• Click on New Accreditation.

Accreditation form

Fill out the form for an accreditation:

• Name: Wording up to 250 characters – can be multilingual

• Code: Identification of the accreditation – 50 characters maximum

• Type: enumeration can be configured:

  • Accreditation

  • Authorization

  • Official document

  • Permit

  • Diploma

  • Certification

• Management domain – in the case of multi-domain

• Period of validity: duration in days/weeks/months or years of validity of the accreditation

• Validity end date: this validity end date allows you to define a fixed date after which the accreditation is logged and therefore no longer active.

• Recall  Period: The length of time in days for the renewal period. This period is used to indicate when the accreditation must be renewed. For a user, a calculation will be made for the renewal period:

  • Renewal Start Date = Validity End Date – Deadline

  • This period is also used to send a reminder notification.

Example : An accreditation with a 30-day deadline, ending on June 30. The accredited user will be notified on 1 June that they must renew their accreditation.

• Responsible for accreditation.

• Initial training: initial training associated with this accreditation – possibility of selecting several of them.

• Renewal training: after having passed and validated your accreditation, the concept of renewal – training may be different from the initial one (see also Renew an accreditation).

Additional information

• It is possible to locate accreditations by domain (this is a configuration parameter), but it must be registered for the field to be filled.

• An accreditation can be similar to a qualification, there are different types, each with a period of validity.

• Two views are available :

  • The Active accreditation view (default)

  • The Historicized accreditation view

Accreditations page

In the list of accreditations, we find:

• Indicator on the number of employees to be renewed per accreditation.

• New action available : Log in the case of an active accreditation.

• Online help for a better understanding (via the cogwheel).

In the repository, the accreditation created will be associated with training and users.

View accredited users

Open the menu Administration > Accreditation > Accreditations

From an accreditation, it is possible and simple to find the users who have it, via a page attached to the form, accredited users. Existing filters can be used to narrow the search.

Procedure

1. Select Accreditations.

2. Click on the Users Accreditation tab. The users displayed are those who are linked to the current and future accreditation. Past accreditations (end date < current date) are not displayed.

List of users with this accreditation

Filters

The View History filter allows you to see them: display ALL users who currently have and have had this accreditation in the past. It is possible to find out which users have their accreditation expiring in X days, from today to X days.

• The filter Expires in: A manager wants to know which users have their accreditation expiring in 4 days. It will use the filter Expires in.... and add 4 days. The accreditations that will be issued are those ending in the period from 12 to 16 December inclusive.

• Accreditation Status filters:

  • Valid: the user's accreditation is still valid under conditions, the notion of success must be set to yes or not AND it is within the validity period (start – end) – verification following the current date.

  • Invalid: The user's accreditation is invalid, either the pass is set to no, or the accreditation is out of period (past or future).

  • To be renewed: the user's accreditation must be renewed under conditions, the notion of success must be set to yes or not AND it is in the renewal period (expiry date – the deadline = period) verification following the current date.

Additional information

It is possible for a user to have N accreditations over different periods of time as a result of renewals.

In this case, the accreditations whose expiry date has passed are historicised. This information can be easily retrieved from the analyses.

Add, modify or delete are possible actions in case the current user has the right to modify the accredited users.

Renew an accreditation

Open Administration > Accreditation > Renewals

The notion of renewal is one of the accreditations. Syfadis Xperience allows you to have an automatic system for renewing employee accreditations. An alert can be created so that the employee is registered for a training course allowing them to keep accreditation title over time.

1. Search for the accreditation by filling in the search filters:

   • Name

   • Code

   • Type

   • Associated training: research in the fields of training (initial and renewal)

   • User

   • Validity status (valid, invalid, renewable)

2. Select the accreditation to be renewed. To do this, you must have assigned 1 or N training courses to be renewed on the accreditation form – Available renewal training fields.

Additional Information

In terms of actions for the administrator on a user's accreditation to be renewed, it is possible to:

• Modify

• Renew

• Complete a document

When a manager manually renews an accreditation, a certain amount of information is pre-filled in the accreditation form:

• Accreditation = the original accreditation

• User: the original one

• Award Date = Renewal Day Date

• Training organisation = the one of the original accreditation if provided

• Validity Start Date = the expiry date of the original accreditation or today's date in case the renewal is made after the renewal period.

• Validity end date

• Automatically calculated from the validity start date and the validity period

• Manually depending on whether it is linked to a fixed date, entered by a manager or via a data import

• Reminder date = automatically calculated from the validity end date and the reminder period

In the accreditation search form, the Associated training field searches in the 2 training fields of an accreditation:

• Initial training

• Renewal Trainings

Access the accreditations provided by a training course via the session

Open Administration > Training

Procedure

1. From the Administration menu, select from the Training submenu.

2. Select the desired search criteria on the search page, then click the Search button.

3. Select the desired course from the list, then click the View Training button.

4. Select the Session tab.

5. Choose a session and select the tracking tab for that session.

6. Click on the View Accreditations button. By clicking on this button, the user is sent to the accreditation search page with a filter already active on the training.

Additional Information

This feature can be configured.

Understand the assignment of an accreditation to users

Open Directory > User > Accreditations

A manager may need to manage the accreditations of his collaborators. A page exists in Syfadis Xperience to enter them.

On this page, all user accreditations are listed: past, current, future. The link on the accreditation label or the View accreditation button opens the accreditation form.

From this form, the manager enters accreditation details - mandatory and optional fields are available:

• Training provider: organization that issues the accreditation.

• Date of the last test attempt: last date on which the user passed the accreditation (exam). This is indicative information.

• Last attempt successful: Blank, Yes or No.

• Attribution date: date of the delivery of the certificate or other - indicative information.

• Start of validity period: validity period start date.

• End of validity period: date automatically calculated with the entered validity start date and the accreditation validity period.

• Reminder date: date automatically calculated upon consultation with the entered validity end date and the accreditation reminder period.

• End date: Manually entered date which will take precedence over the End date of validity which is calculated automatically.

• Comment: Any text comment you think may be useful to add.

• Documents: attach file(s) of any type.

Functional rules:

The date of the last attempt must be less than the award date, which must itself be less than the validity start date. If the accreditation is a failure (success = No), the date and validity period information no longer have any meaning, the field is then hidden.

Understand notifications related to accreditations

There are two types of notifications for this feature:

• Reminder for an accreditation to be renewed

• End of validity of an accreditation

For users to receive these notifications, they must first have been created and activated at the domain level.

Notification: Reminder for an accreditation to be renewed

The purpose of this notification is to warn the user of the expiry of one of these accreditations. It mainly concerns employees, but can be sent as a copy to their manager.

Specific settings:

• Code: field used to differentiate N notifications of the same type for the same domain

• Recipients:

  • User: the people concerned by the accreditations.

  • Manager: the manager of accredited users.

  • Accreditation manager: the manager of the accreditation concerned by the notification.

  • People who created the accreditations: the creators of the accredited users.

This type of notification is only sent once per user and per accreditation via the batch.

The accreditations concerned are those in the reminder period - between the batch date (with the reminder date) and going back up to X days - X designates the Number of days during which we try to send notifications related to accreditations.

• Several notifications of this type can be configured at the level of a domain with a specific text for each using the Code field.

• This notification can be configured by domain.

• The content of an email can be modified.

Notification: End of validity of an accreditation

The purpose of this notification is to notify the user of the end of validity of one of these accreditations. It mainly concerns employees, but can be sent as a copy to their manager.

Specific configuration:

• Code: field used to differentiate N notifications of the same type for the same domain.

• Recipients:

  • User: the people concerned by the accreditations.

  • Manager: the manager of accredited users.

  • Accreditation manager: the person in charge of the accreditation concerned by the notification.

  • People who created the accreditations: the creators of the accredited users.

A notification of this type is only sent once per user for an accreditation. The accreditations concerned are those that are no longer valid - between the batch date (with the end of validity date) and going back up to X days - X designates the Number of days during which we try to send notifications related to accreditations.

In the case of a renewal already carried out for a user and an accreditation, the notification will not be sent.

• Several notifications of this type can be configured at the domain level, with a specific text for each using the Code field.

• This notification can be configured by domain.

• The content of an email can be modified.

Understand accreditation reports

All the data of an accreditation can be found in the reports section of the platform.

There are 2 cubes to create reports on accreditations:

• Accreditation: all information related to the accreditation repository (not archived).

• Accredited users: all information related to user accreditations (not archived).

Accreditation cube

The user can retrieve the data from the Accreditations repository via the “Accreditations” cube. To create reports from this cube, you must first give the user a privilege so that they can do so. You must also give a “Visibility of reports based on the accreditation cube” privilege.

The dimensions are all the information of an accreditation.

The values ​​allow the user to know the number of accreditations according to a code or another filter. Most of the time this value will remain at 1 (1 line per accreditation = 1 accreditation only).

Accredited Users Cube

This cube should answer the following questions:

• Who is accredited to?

• Which users will lose their accreditations within 1 month?

Possible dimensions:

• Attribution: all important information on a user's accreditation.

• Accreditation: all dimensions concerning an accreditation.

• User: all dimensions concerning a user.

Main information:

• Historical: this information is used to know whether the user's accreditation is historical or not. Historical accreditations are those that have passed their validity end date.

• Valid: this information is used to know whether the user's accreditation is valid or not. Valid accreditations are those that are in progress AND successful AND to be renewed. Not to be confused with the validity status "Valid". Indeed, in this case, accreditations that are in the renewal period are not taken into account (see below).

• Validity status: in progress, to be renewed, expired.

Possible values:

• Number of accreditations

• Number of users