Person Roles

Roles consist of job functions performed by a person as part of their position or outside of their position, such as different position duties one person may perform. Example roles include Trainer, Auditor, Manager, QC Tester and Lab Technician. Within each job function, the appropriate courses and documents can be applied as minimum requirements for any employee who is assigned the role.

Roles can be assigned to positions as well as individual employees. Roles are typically owned by the business unit line managers, but managed in the system by the training coordinators (QA Group).

The following rules apply when determining positions:

A person can have both Position roles and Ad Hoc roles assigned to them at the same time within each organization.
Position roles cannot be removed from the Person record.
Ad hoc roles can be added and removed from the person as needed.
A role is not required to be fulfilled by the person until the role has been activated.
Once a person fulfills all requirements within a role, that role status will indicate that the person is current on all certifications within that role.
If any certifications have since expired in the role, the system will notify the person and the role status will indicate that the role is inworks.

Role Types

It is important to understand the types of roles that are used with the Training Management system before configuring roles for your users.

Role Type	Description
UNIVERSAL REQUIREMENT ROLE	This role is automatically attached to every Person record created in the Training Management system. It is the role that may contain all document and/or course requirements needed by any employee within your organization, such as Quality Manual, New Employee Orientation, Company Wide Policies and Procedures.
Position Roles	It is important to note that any roles attached to a position will later transfer to any Person record that has that position attached. These roles cannot be deactivated from the Person record. Some example roles attached a position would be the Job Title (Position Title) Role and a departmental role. If the position is a management position, a management role may also be attached.
Ad Hoc Roles	Ad hoc roles are roles that are attached to a Person record or are transferred from the position as ad hoc. These roles are typically roles that the employee has outside of their department or position. These are sometimes referred to as cross functional roles.
User Roles	User roles are roles assigned to Training Management and other SmartSolve system users in order for the user to gain access to the SmartSolve application. Some Training Management user roles include: Training Coordinator, Trainer, Person Managers, and Trainees. NOTE: When attaching roles to Person and Actor records, the Administrator can configure which roles are system access roles versus which roles are specifically for training needs. This will minimize the number of roles the user can see when accessing the Change Role option in the system.

Person, Position, and Roles Example

The diagram below illustrates an example of the position for a QA Manager. The following roles will be attached at the Position and Person (Ad Hoc) records:

Position and Role Impacts

Any person will have to fulfill the UNIVERSAL REQUIREMENT ROLE.
Anyone who is assigned the QA Manager position will at a minimum have to fulfill the following roles:
QA Manager Role
QA Departmental Role
Line Manager Role
Position roles cannot be removed from a person record.
Each person assigned this position can have ad hoc roles attached to their person record. In the example above one QA Manager may have the following ad hoc roles:
QA Auditor Role
Trainer Role
Training Coordinator Role
Ad hoc roles can be removed from a person record if needed.

User Rights

The following rights must be assigned to a user for that user to manage or view person roles:

Rights	Description
UMG_VIEW	Allows the user to access User Management.
ROL_MANAGE	Allows the administrator to add new objects, modify existing objects, or delete objects.
ROL_VIEW	Allows the user to access the object, to view, and to select.
DTN_VIEW	Allows the user to access, view, and select document requirements.
SDC_VIEW	Allows the user to access, and view Document records.
CUR_VIEW	Allows the user to access, view, and select course requirements.
PER_SUPERVISOR	Allows the user to view any person's training and Person record including the Requirements, Certification Information, Job History and Training History folders.
PER_VIEW_SUPERVISOR	Allows the user to view, sign-off, and modify their employees' training and Person records, including the Requirements, Certification Information, Job History and Training History folders. This user must also have the PSN_MANAGE right.
PSN_MANAGE	Allows the user to sign-off on their employees' training records, edit their employees' person detail and view their employees’ Requirements, Certification Information, Job History and Training History folders.
PSN_VIEW	Allows the user to view their employees' training records and to view their employees’ Requirements, Certification Information, Job History and Training History folders.

NOTE: See Rights Groups for more information on assigning rights groups to users.

Global vs. Local

Global roles in any Global Requirements can be inherited by all Local organizations. However, they cannot be viewed from the Local organization in the Role detail.
Local roles can only be viewed and used within the unique Local organization and cannot be used by other Local organizations.