Base

Company Structure

Regions and Depots

The regions within the company and the depots that fall within each of these.

This will ultimately affect which candidates each user can see on ACMS e.g. a region manager will only be able to see candidates that are from the associated depots.

USER VIDEO - Hayley

How to add depots:

• adding a depot to a personnel record - a region and depot can be assigned to a candidate when their personnel record is first created. This is done through the Personnel admin 
• it's also possible to edit a person's depot through the candidate dashboard by going to the personnel tab and selecting 'edit personnel'

T & C Annotation

A Terms & Conditions Annotation is an extra classification for a person in a safety critical role. This is useful if, for example, you have drivers that drive completely different types of trains. It can be used to differentiate any people that work to different terms and conditions.

T&C Annotations are bespoke to a company, you can set up as many as are needed or simply put everyone into a default one.

SCREENSHOT -   Hayley 

Description - T & C annotations are added and edited through the role admin. 

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.

video of adding a personnel record

Adding a role to a candidate

Roles

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 

video 

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. 

Leaving Wizard.mp4

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

Did you know?

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

Teams

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

video

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 available:

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 (rules are different for drivers) are built into the system. These medicals take the rule change that came into effect with the European Driving License directive.

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

Review Medicals
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 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