Managerial User

Navigating to the candidate dashboard

Updating a Candidate's Facepic

It's important that candidates' Facepics are kept up to date for the purposes of SCW certificate. Facepics are updated through the personnel tab, just select 'Update Facepic' under the Personnel Admin and browse your computer for the correct image. 

Adding or Removing a candidate from a Team

Teams are used to group people under a Team Leader. 

Adding an Incapacity

Incapacities can be assigned to candidates to indicate whether their work is restricted or that they are off role. This information is included in many reports. 

Schedules

Adding a Schedule 

In order for an assessment to be carried out on a Candidate, they must be assigned a schedule which defines when they need to be assessed and what criteria they need to be assessed against.

Completing a Schedule

Once all of the assessments have been completed in a schedule, then the schedule itself can be completed. 

Updating a Candidate's Competence Dates

In ACMS, the following competence dates are recorded against candidates' roles:

• Original competence date: the date of the first time a candidate was deemed competent in the role at any TOC
• First competence date: the date of the first time a candidate was deemed competent in the role at the current TOC
• Current competence date: the date of the most recent summary assessment 

ACMS calculates the expiry date of a candidate's competence based on competence date rules which add a defined period of time (in months) dependent on the length between the original and first date and first and current dates. 

Once a candidate has reached the end of their schedule it is important that their current competence date is updated so that it is correctly reflected on their re-issued SCW certificate.

Adding and Issuing a SCW Certificate

It is possible to issue a Complementary Certificate (SCW Certificate) or bespoke ID Card for a candidate on ACMS. 

New ID cards are added by going to the Role Tab on a candidate's Dashboard and then the ID Card sub-tab. Note that on different systems this tab might be labelled something else e.g. 'Certificates'. From here, you can click ID Card Admin to add a new SCW Certificate.

Before an ID card is added to a candidate,  ACMS checks that they have the required information in order for their certificate to be valid. If all details have been filled in correctly, this will be generated and will appear in the grid on this tab. If all details have not been entered, you will see a list of error messages that you will need to resolve to issue the certificate.

Issuing a Certificate

Once an ID Card has been added, you can then issue the ID Card by right-clicking the row in the grid and selecting 'Issue'. This will send an email containing the certificate to the email address of the logged in user.

If candidate information that is included in the SCW certificate is updated (e.g. competence dates) then the certificate must be re-issued so that these new changes are reflected correctly.

Withdrawing a Certificate

If a candidate has recently completed their schedule and their competence dates have been updated, a new version of the certificate will need to be issued to reflect these changes. If the candidate has already been issued a certificate, this will need to be withdrawn by right clicking on the ID card and selecting 'Withdraw'. A new ID card can then be added and issued. 

Suspending a Certificate

If a candidate's certificate needs to be temporarily suspended, right click on the ID card and select 'Suspend'. It's possible to 'Un-suspend' the certificate in the same way. 

Managing Resources

Configurable resources are a facility to add information about the resources, against which people typically hold competence.

Examples:

• Publications
• Equipment
• TOLO/SIO competence
• Fleet competencies

Assigning Routes and Traction

Routes and Traction can be assigned to candidates via the Candidate Dashboard. Depending on your company's system configuration, routes and traction may be recorded as configurable resources by the process is almost identical.

Routes and Traction tabs will only be activated for the necessary safety critical roles. 

FAQs

Can I add an attachment to a resource?

Yes. Once a resource has been added to a candidate, it's possible to attachment supporting documentation by double clicking the resource record and selecting the admin button. 

Why can't I add a candidate to a team via the candidate dashboard?

When adding a candidate to a team via the candidate dashboard, there will be teams that don't display on the list of teams that you can add the candidate to. If the candidate doesn't fit the constraints for that team defined by the role and depot, or if the 'Candidate Dashboard' team type property is missing for that team. Please check this with you ACMS admin.