Staff Profiles - Part 3 - Searching and Managing

Managing Staff Profiles

Searching Staff Profiles

When navigating to Personnel Management > Staff Profiles, the Search Staff tab opens by default.

The permission, "Staff Records:Search Staff Records" gives access to the search area and the permission, "Staff Records:View Staff Records" allows viewing and opening individual staff profile records. The permission, "Desktop:Show Staff Profiles Menu Item" is required to see the Staff Profiles menu option, and the Staff module must be enabled for the account.

A search area provides the following filters to help locate a staff record quickly:

• Search - this field accepts free text; it tries to match the ‘Name’ of staff as text is entered (it does not match the ‘Username’)
  
  
• Facility - enterprise accounts only; selecting a facility updates the list of organisational units available in the Home OU filter
  
  
• Home OU - only the organisational units in which the user has permission to search staff records will be listed; for non-enterprise accounts, a ‘Not Set’ option is also listed. The searching user’s own Home OU is selected by default, so the initial results only show staff in that organisational unit; select the blank option to show staff from all the organisational units listed
  
  
• User Login? - this field has three choices, ‘blank’ to select all staff, ‘With User login’ to select staff who also have a user record and ‘Without User login’ to bring up staff who don’t have a user record
  
  

  Note

  When a staff member has a user record, the ‘Actions’ column will display a person icon to users with the permission "User Accounts:View User Accounts" or "User Accounts:Create User Accounts"; clicking it will jump to the corresponding ‘User’ record. If a staff member does not have a user record, the ‘Username’ column will provide a link to create this record for users with the permission "User Accounts:Create User Accounts": ‘No User Created (Create)’.

  
  
• Active/Inactive - toggles between the two states to filter out staff who have been inactivated
  
  
• Order Results By - the results can be ordered in the following ways:
  • Name (Surname A-Z) (default)
    
  • Name (Surname Z-A)
    
  • Username (A-Z)
    
  • Username (Z-A)

Staff Profile Actions

The Actions dropdown menu in every staff profile record provides several options according to the user’s permissions and the staff member’s current situation.

Create User Account

If a staff member does not have a linked user account, the Actions dropdown menu will offer the option, ‘Create User Account’. The permissions, "Staff Records:Edit Staff Records" and "User Accounts:Create User Accounts" are both required to see this option. When selecting the option and clicking Go, only a Username will be required in the pop-up window; this is pre-filled with the staff member’s nickname and can be changed before clicking Create User.

The system will create the user record, generating a password and copying the staff member’s email address, first name, last name and Home OU into it, and the staff member will become a regular user within the system. The new ‘User’ record then opens. An email with login credentials will be sent to the user.

Print Staff Profiles

Staff profile records can be printed in PDF format, using the ‘Print’ option in the ‘Actions’ menu, to produce a report of an individual’s current data in the system. The report can include all the ‘skills’, tests, completed and scheduled courses of the staff member. The permission, "Staff Records:Print Staff Records" is required to see this option. Inactive staff profiles cannot be printed, so the option is not shown for them.

Print History

All prints of staff records are logged and can be traced by selecting the ‘Print History’ option in the ‘Actions’ menu. The permission, "Staff Records:View Print History" is required to see this option.

Set Staff as Inactive

Following the logic described in the Introduction, in most cases staff profiles and user profiles should be managed together. Therefore, when a ‘Staff Profile’ wants to be inactivated, the system will prompt the user to also inactivate the ‘User’ record. If the staff member has a user record, the option ‘Inactivate user record’ is shown in the pop-up window and is ticked by default.

The permission, "Staff Records:Enable/Disable" is required to see the ‘Set as Inactive’ and ‘Set as Active’ options.

Inactivating only the staff profile while leaving the User record active, will allow the person to log into the system and participate in some activities, such as being eligible as a document author. They will be able to complete general tasks and review feedback tasks assigned to them, as well as participating in noncompliances and Change Control projects. They won’t be available for selection in skill confirmation tasks, competency tests or assessments, training courses or qualifications.

Inactive staff records will have the Actions option, ‘Set as Active’ to reactivate the staff member’s record if necessary. If the staff member has a user record, the option ‘Reactivate user record’ is shown in the pop-up window and is ticked by default.

When a staff member is reactivated, skill tasks are re-issued, due in 30 days, for the controlled documents in each document group the user belongs to.

View Time Owed

Sometimes it’s necessary to return or grant additional holiday time to a staff member. The Action, ‘View Time Owed’ displays any additional time (over normal holiday allowance) which has been given to the user and allows granting additional time when required. The permission, "Staff Records:Manage Leave" is required to see this option.

For example, if a staff member does not use up all of their approved leave, the unused time can be returned here. Each addition is listed at the bottom of the pop-up window and can be deleted if needed.

The Leave tab in the user’s Staff Profile will show any time owed as well but it can’t be edited there.

View Job Description

Where a staff member has a linked controlled document, the Actions menu also offers the option, ‘View Job Description’, which opens that linked document. This option is only shown if the user has permission to view that document.

Next step:

The next article covers Staff Profile tabs 

Previous step:

The previous article covers Permissions for Staff Profiles