Create and Manage Requirements
Note: It is advised to set up your position requirements before you create your positions, however if you choose to create your positions first, it will not affect the functionality in any way.
Navigate to the positions and requirements module on your dashboard.
Select Manage Requirements
Select the add button to add a requirement.
Fill in the requirement name and description first.
Select your requirement type from the dropdown selection available. Each type requires different actions. (Explained below)
Select a Legal Appointment you have already created form the secondary drop-down menu. Ethe Employee will be required to upload the Appointment Requirements.
Selection based on authorizations created, the secondary drop-down menu will populate from the authorizations tab in the Employees safety profile.
If a checklist is selected this will require an additional dropdown for you to select the applicable checklist specific to your company to be completed as a requirement. (Refer to the Checklist Manager user guide for more details).
Company Category Required learning:
Mark e-learning courses that need to be completed for Employees linked so a specific company categories.
Select a pre-existing competency from the secondary drop-down menu. This will be populated from the relevant competencies uploaded against the Employee’s safety profile.
This will require the Employees to complete a Crim Screening test. This will then need to be uploaded as a normal uploaded document and validated.
If a custom form is selected, this will require an additional dropdown for you to select the applicable custom-built form specific to your company. (Refer to the Form Manager user guide for more details).
This will require the Employees to upload a supporting document stating that they declare that the applicable declaration is understood, and the requirement is met.
Employees will be required to upload their Professional Registrations in this selection, to ensure that their License to practice their Profession is made viewable to their organization and to any organization that the individual is linked to.
Select the document required from the Employees Demographics tab. This will be populated from the relevant ID document uploaded against the Employee’s safety profile.
Select a pre-existing grouped competency from the secondary drop-down menu. This will be populated from the relevant competencies uploaded against the Employee’s safety profile.
Select a pre-existing grouped qualification from the secondary drop-down menu. This will be populated from the relevant qualifications uploaded against the Employee’s safety profile.
Populated from the resellers training records.
This requirement will be populated from the most recent medical uploaded against the Employees safety profile, based on the Clinic selected from the secondary drop down menu.
Select a pre-existing operating license from the secondary drop-down menu. This will be populated from the relevant licenses uploaded against the Employee’s safety profile.
A secondary menu will appear to allow you to select a program you have already created. The Employee will be required to complete this Online Program from their Individual profile.
If an individual has a position linked to them that has online training assigned to it, the system will automatically send them an e-learning shared email requesting them to complete their training.
Alternatively, the individual can complete their training while logged into the system. View the position requirement allocated to their profile and select the plus button that displays next to the requirement.
The e-learning program will automatically open for them to capture their ID and complete the course.
Select a pre-existing OREPS from the secondary drop-down menu. This will be populated from the relevant OREPS uploaded against the Employee’s safety profile.
Link an existing position to another one for and employee to adhere to both requirements. E.g: A receptionist may be the office first aider as well for a set period so that position will need to be assigned to that individual too.
Select pre-existing PPE from the secondary drop-down menu. This will be populated from the required PPE items associated to the position.
Select pre-existing PTO’s from the secondary drop-down menu. This will be populated from the Employees PTO safety profile.
Select a pre-existing qualification from the secondary drop-down menu. This will be populated from the relevant qualifications uploaded against the Employee’s safety profile.
The Employee will be required to upload a PDF format document.
There is an option to add a Template to this requirement to allow the Employee to download the template to either complete and upload or it can be a template to guide them as to what is required for the upload.
From the Employee’s profile, click the download icon to open the template which will allow you to view, save or print the document
Following the details of the position requirement, you do have the option to link multiple requirements into a “grouped requirement”
At the field “Requirement Link” use the drop-down selection available to choose which requirement can be considered similar or the same as the current requirement when being completed by the employee.
This means that when the employee completes either one of the requirements, both requirements will be considered as completed because they are grouped into one “package”.
Should the requirement need to have hazards linked to it, use the dropdown selection to indicate the associated hazard/s linked to the position requirement.
If you have multiple divisions / business units you will be required to select which business unit (BU), that you need to link this requirement to using the dropdown selection available.
Note: You can link the requirement to all business units or to specific multiple / single business units.
Using the dropdown selection, select yes or no if this requirement is mandatory to the employee.
Note: If you select “No” to this requirement being a Mandatory Requirement, the Service Provider will have the ability to mark this requirement as not applicable when they start to submit their proof of requirements.
Use the tick box available to set a completion frequency on this requirement.
Note: If you set a frequency to this requirement, it will automatically appear on the “to do list” of the individual / company that has this requirement assigned to them or their employees.
Use the tick box available to use this requirement in recruitment manager.
This will mean that the applicants that are applying for the vacancies through recruitment manager will need the mentioned position requirement as an indicator that they are competent in the position available.
If this position requirement requires a review, select yes or no as applicable.
Note: If you select “yes” to the requirement needing to be reviewed, you will be required to select a user group to review the position requirement.
Once you have completed all the requirement fields, select the save button.
Your requirement will now be added to your list of requirements available.
If you need to edit the requirement, highlight the item that you would like to edit by clicking on the requirement name and select edit.
Once you have edited the details, select update.
If you need to delete the requirement, highlight the item that you would like to delete by clicking on the requirement name and select the delete button.
Note: To tell if the item is correctly selected, the line item will display in a light grey color so that you can be assured that you are selecting the correct item.