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Adding a new person to the system

New personnel can be added to ACMS via the Personnel option on the dropdown menu by going to Personnel Admin, selecting 'Add' and using the different tabs to enter the relevant information. 

Useful things to note:

• Date Ended Service: when adding a new candidate this can be left blank.  This field is used to retire candidates from the system.
• Validate for Safety Critical: when this button is pressed, more fields will become mandatory as indicated with a red asterisk. 
• Duties: this dictates what a person can do on the system
  • Candidate: can be assessed (must be enabled to make candidate visible on personnel)
  • Assessor: can complete assessments
  • Investigator: can perform investigations
• User status: allows a person to log in 
• Security group: dictates who the person can see on the system and what they can do.  Control the range of people that the user can see by organisational structure. So, a user can be restricted to see just themselves, only people in their depot, only people in their region, or they can be allowed to see everyone.  Also control the range of functions available to the user. It restricts the pages, buttons, and menu items (called user stories) that are available.  The security group options tend to have two parts e.g. company-admin
  • First part: what they can see e.g. depot - manager can only see people in a particular depot
  • Second part: what they can do e.g. depot - control can only read certain things whereas depot - manager has more capabilities such as adding new people and doing assessments
• Username: We normally suggest that the username is set to the first string of the user’s work email address, as the username must be unique e.g. alice.barrett@assesstech.com - alice.barrett. As of 5.2.3 we are able to enable email address login so that users can either login using their username or email address.
• User role group: Control which people are visible on the system by adding restrictions on a per role basis. So, a user might only be allowed to see guards, or perhaps some combination of different roles.  It's possible to set up user role groups so that assigned users can see candidates who have active/inactive personnel and role records. For example, a dispatch-only user role group could be set up so assigned users can only see active dispatchers.

Activating User Access

In order for somebody to log into ACMS their user access must be activated. If personnel records were imported on to ACMS then you may just need to edit an existing personnel record to activate a person's user access, rather than making an entirely new record.  

1. Search for the candidate in the Personnel admin and double click on their record. 

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2. Navigate to the 'User Access' tab.

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3. Change the 'User Status' field to 'Enabled', create a username and allocate a security group and user group.

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borderColor #0079c1 borderWidth 2 borderStyle solid title Did you know?
Image Added When a candidate's user status is enabled, you will notice that a red asterisk appears next to the 'Contact' tab. This is because the email address field is mandatory for active users.

Once a candidate's user status has been enabled, they will receive an email notification with temporary login credentials and a link to ACMS. When they login for the first time they will be asked to change their password. 

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Image Added If a user has never logged into ACMS, it's possible to re-send them their login credentials, just select the 'User Admin' button in the 'User Access' tab. This button will only be displayed for candidates who have never logged into the system.

video of adding a personnel record

Adding a role to a candidate

Roles can be added to the system to allow people with different duties to be handled by the system in different ways. 

Role Wizard

Video 

Role 

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Image Added The Role Wizard can also be used to create a new personnel record. However, adding user access and duties must be done through the Personnel admin.

Role 

Retiring a candidate

The easiest way to retire a candidate is by using the leaving wizard. The wizard is designed to simplify the process of retiring a person in ACMS by taking a user through a series of steps to ensure that the candidate is removed from all aspects of the system. 

A personnel record can be retired by adding a leaving date in the Personnel admin. View filenameLeaving Wizard.mp4height250

A role can also be retired by adding a leaving date in the Role admin. 

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Image Added If a retired role needs to be reactivated, all you need to do is delete the leaving date in the Role admin.

Teams

Teams can be set up to model the relationship between various people in a flexible way. Teams have leaders and members. Membership can be constrained by role and organisation (depot and region). There are two levels to Team setup.

Firstly, a Team Type must be defined, for example:

• Competence Management Team
• Line Management Team

Then actual teams can be set up using the Team Types as templates. For example:

• Fred’s Competence Team
• Joe’s Management Team

Teams on ACMS are used to reduce visual clutter as you can see just the people that you are interested in. Teams are not used for security reasons.

These are used on both ACMS and aAssess to reduce the information that is presented to the user. Reports can also be run with respect to teams for planning and assessment statistics.

Creating a new Team

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Teams are initially created through the Teams admin.  Candidates are removed and added from Teams either through the Teams admin by company admins or through the Candidate Dashboard by managers. 

Medicals

Different types of medicals can be recorded on ACMS. By default, the following are availableon ACMS:

• General (Periodic) Medicals

General medicals can be passed or failed. Failures can result in early review dates and/or restrictions to duty.

• : All the rules for managing expiry dates, according to the person’s age and role

• are built into the system in the medical rules.

• General medicals can be passed or failed. Failures can result in early review dates and/or restrictions to duty.

• Review Medicals: 

By default we have the following medical rule collections which can be applied to different role types:

Age (Up to)

Period Added

53

54

-1 (over 54)

3

2

1

Driver -1

Sets expiry to a day before the expiry date

53

54

-1

3

2

1

Driver Birthday 

Ensures the next medical falls on the drivers 56th birthday if the calculated expiry date goes beyond this

53

54

-1

3

2

1

Driver Birthday -1

Ensures the next medical falls on the day before the drivers 56th birthday

53

54

-1

3

2

1

39

49

59

64

-1

10

6

4

2

1

• These are related to General Medicals and can result in further review dates and restrictions.

• Sight Medicals

• : These are for recording whether or not people need glasses or other sight aids.

• Hearing Medicals

• : These are for recording whether or not people need hearing or other communication aids.

There is also a facility to add custom medicals, for example, to support additional hearing tests for people working in a noisy environment.

It is possible to set up different medical results for each type.  For each option we need to know whether the following is required:

• Status - pass/fail
• Restrictions - yes/no
• Review date - yes/no
• Return date - yes/no
• Doctor registration - yes/no

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Role Resources

Role resources have three levels; Resource Type, Resource Subtype and Resource. 

Video of how to add new resources

Expiry times can be added to resources at either the subtype or resource level.   An expiry date will be automatically generated by ACMS based on the expiry time set when the resource was created.  Expired resources are highlighted red on the dashboard and can be tracked using reports.

Users are able to request a refresh on a resource by selecting the resource and then clicking on the Resource Admin button followed by Request Refresh. This will mark the resource as ‘Refresh Required’ and the candidate will need to update the executed date. Optionally, this can then be authorised or rejected by the manager.

If you do decide that approvals are required, you will need to add a new property to team types that are allowed to do this. If you go to Menu > Personnel > Team Type and open the type of team that is allowed to do this. You can add a new property:

• In Key, enter ‘RESOURCE’
• In value, enter ‘true’

This allows managers to view all of the resources to be approved or rejected on the resource authorise page.

Benefits

• An expiry time can be added to the resources either at the subtype or resource level. Expired resources will display as red on the candidate dashboard and can be tracked using pre-existing reports.
• Route Learning documentation can be uploaded against each resource record.
• Resources can be displayed on SCWIDs.
• There is an optional resource approval workflow which allows managers to either accept or reject resource refreshes.

Periodic Medicals and any additional medicals are added/updated via the candidate dashboard.  Medical attachments can be added alongside any medicals you update and the history of previous medicals can be viewed.

Using the Role Resource Wizard

The Role Resource Wizard can be used to add resources to multiple people at the same time.

Step 1: select the resource you would like to assign to candidates.

Step 2: select the candidates you would like to assign the resource to. It's possible to assign resources to specific candidates or audiences. 

Step 3: add information in the 'Assessed By' field and add a signed date. Select Finish.

Configurable Features

• Job title required for role wizard → The job title becomes mandatory when adding/editing a role via the role wizard.
• Email required for role wizard → The email field becomes mandatory when adding/editing a role via the role wizard.
• Address required for role → Address and postcode is required to add a new role to a candidate.
• TC annotation required for role → T&C annotation is required when adding a new role to a candidate.
• Show username column in Personnel admin → The username column will appear on the personnel admin page.
• Annex B5 role type → Defines the roles that the Annex B5 driver transfer form can be run for.
• Annex B5 codes → Defines the information required in order to be able to run the Annex B5 driver transfer form on a candidates role.
• Max file size → Defines the maximum size of data file that can be uploaded onto ACMS.
• Show data type column on dashboard - candidate data tab → On the candidate data tab in the candidate dashboard the data type column can show by default
• Split data type column on dashboard - candidate data tab → On the candidate data in the candidate dashboard the different data types can be split into different tabs.
• Force incapacity selection → When adding an incapacity to a candidate's role you can force the user to select an incapacity from the list defines on ACMS.
• Dashboard Display incapacity time column → On the incapacity tab, within the role tab in the candidate dashboard, the created time and updated time columns will appear by default. 
• Leaving Wizard → This is a user story permission that allows users access to the leaving wizard, which is used to retire a person from ACMS. 
• App Login type → Defines whether the user is logged out of the app when a background timeout occurs on the device.
• App Session Timeout → Defines how long you can be using the app before you have to login again.
• App Background Timeout → Defines how long the app can be unfocused (close screen or navigate to another app) before it asks you to login. 

FAQs

Why can I not add a role to a person? 

FAQs

Why is the person not appearing in the list of people to be able to add role to?

There is particular information that is required to be added to the Personnel record of that person, in order for you to be able to add a role to them. If you go to the persons Personnel account via the Personnel admin and press the 'validate for safety critical role' button in the top left hand corner, this will mark the fields that are required for you to be able to add a role to a person with a red asterisk.

Is it possible to view a retired candidate?

Yes, once a candidate has been retired the competence records are still accessible via the candidate dashboard if the user has the permissions to view retired users.