Associating qualifications with employee codes

Associate qualifications with employee codes to establish qualifications for personnel. By associating qualifications with an employee, you can establish the criteria to determine whether an employee is qualified to perform work.

Qualifications are defined on the Qualifications form. See Defining Qualifications. After defining a qualification, you can associate the qualification with an employee record to add detailed information about the qualification, including whether the employee has completed the necessary training courses for a qualification, continuing education units (CEU), course cost, the duration of an employee’s certification/qualification period, and the dates by which the system validates whether an employee’s qualification is current or expired.

If you are using qualification enforcement for work, which is determined by the WOQUAL installation parameter, and an employee has not completed the necessary training courses required for a qualification, their certification/qualification is expired, or if you have disqualified them for any reason, you cannot schedule the employee to perform the work for which the qualification is required.

Note: You can also define qualifications as training records to create a record of any job-related training employees receive that does not need to be tracked for qualification enforcement. See Defining Qualifications.

Associating qualifications with employee codes also enables you to create qualification history that allows you to maintain current qualification records, old or expired qualification records, and any subsequent re-qualifications for a qualification record. If you are re-qualifying a specific qualification record, simply enter new qualification dates for the existing code, or enter a new record with the same code as the existing qualification; however, you must enter new qualification dates for the re-qualification.

To associate qualifications with employee codes:

  1. Open the Employee form.
  2. Select the employee with which to associate qualifications, and then click the Qualifications tab.
  3. Click Add Qualification.
  4. Qualification—Enter the qualification to associate with the employee.
    The system automatically populates the description of the qualification and the Organization.
  5. Start Date—Enter the date on which the duration of the qualification begins.
  6. Duration—Enter the duration of the qualification, and then select the unit of measure for the duration of the qualification in the adjacent field.
    The system calculates the expiration date of the qualification for the employee based on the values entered for Start Date and Duration and then populates Expiration Date with the appropriate date. If no value is entered for Duration, you must enter the Expiration Date for the qualification manually.
    Note: The system immediately validates whether the qualification is current based on the Start Date and Expiration Date for the qualification. If the qualification is current, the system selects Qualified. If the duration of the qualification has expired or is not current, the system automatically unselects Qualified.

    The system unselects Qualified if you select Temporarily Disqualified. You can select to disqualify an employee’s qualification as necessary by selecting Temporarily Disqualified. Selecting Temporarily Disqualified overrides the qualification Expiration Date, and the qualification is no longer valid even if the qualification has not expired.

  7. Comments—Enter comments about the qualification.
  8. Course Start—Enter the start date of the course.
  9. Course Finish—Enter the finish date of the course.
  10. Course Cost—Enter the cost of the course, and then select the currency for the course cost in the adjacent field.
  11. Completed—Select to indicate whether the employee has completed the course.
  12. Certification Type—Select the type of certification. Certification types are linked to the certification type entity, for which you must define certification type codes as user codes on the System Codes form.
  13. Certification Number—Enter the certification number for the qualification.
  14. Hours—Enter the number of hours for the course.
  15. CEU—Enter the number of continuing education units for the course.
  16. Purpose—Enter the purpose of the course.
  17. Click Submit.
    Note: To remove a qualification, select the qualification to remove, and then click Remove Qualification.