Adding Requirements to a Person Role

You decide how to define your requirements (courses and documents). Training Management offers the flexibility of being able to choose which way to achieve this in the system.

The Requirements tab in the Role record lists requirements assigned to the role. A link to the requirement is provided in the tab. This tab also contains some detail about the requirement.

The following rules apply when attaching requirements to a role:

If you are adding a requirement to an Active role, you must manually activate the requirement before it appears in the Person record.
A requirement that is attached to a role transfers to a Person record and can only be deactivated from the Role record, not from the Person record.

From the SmartSolve Portal Page, click the Home tab > Setup and Policy > Setup.
In the User Management section, click Role.
Result: The Role window is displayed.
Click the link of the role to be changed.
Result: The Detail tab of the role is displayed.

Click the Requirement tab.
Click Action > Add.
Zoom to select the requirement number to add. Check the checkbox(es) of the requirement to be added and then right click and select Select to attach it. If you add multiple requirements, an asterisk is displayed in the Requirement No field. Click the folder link to see all of the requirements being added.
Click the Next button.
Enter information in the following fields:

Field	Description
Role Specific	If No is selected, the requirement will inherit the certification information that is configured in the Requirement record (Document or Course record). If Yes or Policy Only is selected, the following options will display specific to the role for: Initial Certification Revision Certification Refresher Certification An icon will display next to the requirements indicating role specific policies have been enabled.
Must Have	If this checkbox is checked, then this requirement must be fulfilled by any person who has this role the requirement cannot be deactivated from the Person's record. The Person Certification Status will remain Inworks until all Must Have requirements are fulfilled. If not checked, then any person who has this role must fulfill the requirement; however, it is considered an ad hoc requirement and can be removed from the Person's record.
Complete Within Duration Days	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Specify the number of days allowed for completion of the requirement. If not specified, the completion date is the day the requirement is associated with the Person record.
Supports Self Training (Initial)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this option if course self training will be used for the initial training on this course. NOTE: Once saved, the user will be able to upload a SCORM zipped file if SCORM content will be used for the Self Training.
Need Trainer Sign-off (Initial)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if trainer sign off is required for the initial training on this course.
Need Training Session (Initial)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if the course or document must be attached to a training session for initial certification.
Preferred Course (Initial)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. This is used for Document requirements only. Check this checkbox if the document must be attached to a specific Course record for initial certification.
Revision Certification Required	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox to require revision certification.
Supports Self Training (Revision)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if course self training will be used for the revision training on this course (if applicable).
Need Trainer Sign-off (Revision)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if trainer sign off is required for the revision training on this course (if applicable).
Need Training Session (Revision)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if the course or document must be attached to a training session for revision certification.
Preferred Course (Revision)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. This is used for Document requirements only. Check this checkbox if the document must be attached to a specific Course record for revision certification.
Refresher Certification Required	This field is only visible if Yes or Policy Only is selected in the Role Specific field. If this checkbox is checked, a refresher certification is required.
Supports Self Training (Refresher)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if course self training will be used for the refresher training on this course (if applicable).
Need Trainer Sign-off (Refresher)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if trainer sign off is required for the refresher training on this course (if applicable).
Refresher Interval Days	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Specify the number of days the user has to take the refresher certification.
Grace Days for Refresher	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Specify the number of days after the refresher interval occurs that an individual must be re-certified. If the refresher is not completed within that time frame, certification is expired.
Refresher Advance Notice Days	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Specify the number of days in advance the Person must be notified to take the refresher.
Require Retraining if Previously Trained	This field is only visible if Yes or Policy Only is selected in the Role Specific field. This is used for refresher certification only. This field specifies whether individuals must retake the training even if they have taken it in the past. The following three elements of training are evaluated: Training, Assessment, and Checklist. Always - If selected, the person must always retake the training, no matter when it was taken in the past. Never - If selected, the person does not have to retake the training, no matter when it was taken in the past. Duration - If selected, the person must retake the training based on if the previous training took place earlier than the time specified in Elapsed Days. Elapsed Days - The number of days which may have passed since the previous training before a user has to retake the training.
Need Training Session (Refresher)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. Check this checkbox if the course or document must be attached to a training session for refresher certification.
Preferred Course (Refresher)	This field is only visible if Yes or Policy Only is selected in the Role Specific field. This is used for Document requirements only. Check this checkbox if the document must be attached to a specific Course record for refresher certification.
Activate Now	If checked, then once saved, this requirement will be activated immediately and applied to any Person’s record that contains this role.
Activate On Prerelease	If the requirement is Inworks and this checkbox is checked and the requirement will be activated once the status changes to Prereleased.
Activate On Date	Specify the date on which the requirement will be activated.

Click the Save button.