Managing health checks in Agresso TM Tutorial – Part 2

In Managing health checks in Agresso TM Tutorial part 1 of this tutorial I showed you how to set up a competence element and profile to keep track of health checks. The next step is to set up self managing activities.

This kind of activity is a hybrid between web based activities and instructor led. What we need to accomplish is to have an activity that an employee can find, but since a visit to the doctor in this case is required and there will be a certificate issued by the doctor a custom activity is not enough, and there is really no sessions.

 

Setting up an activity with custom session

In the course administration of the portal click activities

Click on “Add self study with approval”, which is an activity type where you can

1. Specify you self WHEN you are taking it

2. A manager needs to approve that its done, i.e show an health certificate to the manager

 

Create a regular health check

 

Fill in the responsible persons email address for this activity and save, do NOT enter a expiration date.

The next step is to assign what we call Objectives to this activity, and objective can be a competence element or profile, for the regular health check activity, we actually will fulfill both Small and regular health check requirements so we could award a competence profile if passed.   But since we want to make sure that in whatever profile competence element is in, we will actually select these two elements by hand, and not rely on this particular profile. (you could have several profiles containing the health check requirement). So click on select objectives . competence standard and search for health. (make sure you select Alternative competencies)

 

No set both the competencies to yes, check in also assign the element (if the user for some reason don't already have the element but actually goes to a health check anyway.)

Hit ok.

 

Now, I assume that you have set up a provider that have an agreement with i.e the whole organization and you are maybe using filters or not. Now you should see this activity in the catalog.

I have added the the profile to my account, so to find out what I need to do for my compete ices I go to the competencies section under employee menu

 

As you can see I have 0% percent fulfillment, i click on the profile name to see what it contains, and as we expect I don't have any of the checks now, click on the Find Activities to cover my gap link.

and you will se the regular health check activity in a list, click enroll

 

Select the date you have agreed on with the doctor, click next you are now booked.

Now, if you did as me and put the appoint in the future we will have to wait until that date passes before a manager can handle this activity. During this time lets make sure the manager has the right to handle this kind of appointments.

Go System roles and rights, select manager, find the rights name “Manual signoff on self study” and make sure its checked, now lets warp in to the future and assume this activity has passed, log on as the manager for this user.

As a manager your have a start page that have a task list of stuff you should do in the portal, select the 1 consultation to handle task.

you should then be presented with the below. You here have a choice of failing and or declare the user Absence. this might make a difference in a report.

lets say you go to the doctor and you actually “fail” on the health check that is far more serious than a no show, so we want to make a difference on this.

Now, I will pass my self, the mechanism for handling this kind of goal assignments is a job, so we will have to wait a couple of minutes for the job to run, then  you as a manager can go in an look at the profile for the user and see fulfillment 100% on the health checks.

So this explains the concept and if you want to go ahead to make the small health check its the same procedure with just the small health check competency as a objective.

Have fun

Managing health checks in Agresso TM Tutorial

One of customers Banverket is working in an industry where regular health checks is one part of certification for employees. To be certified to work on i.e railroad tracks there is a set of business rules that defines how often and what type of health check you are required to do.

The health check requirement is just on of several other checkpoints they need like attending training on safety on rails and a numerous of things. What we want to do is to enable employees and managers to ensure the certification is met an book keep this in in the system.

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Age	Frequency (months)	Type of check
18-40	60	Full
18-40	18	Small
40-55	36	Full
55-	12	Full
Business rules for health check

To accomplish this we need to use competencies/certifications, activates and profiles and configure with these.

Competencies/Certifications

So given the above rules we need two types of health check certifications, one full and one small. So lets start by setting this up. Go the Alternative competence library and click Add alternative competence

Fill in the form with with following data

Name: Regular health check

ID: healthregular

Make the following settings on expiration and click OK, 60 months is the maximum length. We will later add a system jobb that will adjust these based on age (that job needs support from Agresso)

Add another one called Small health check but set the expiration to 18 instead of 60

Now if you do a search on alternative competencies for health it should look like this:

Next we are going to add these to a Competence profile, in this case I am going to create a new profile with just these two but you could of course add them to any profile.

• So go to Competence administration/competence profiles and click add.
• I am going to call my profile “Health check Profile” and click ok
• On the next page I will find my health elements regular and small and check them
• Click ok

Now we are all set up to assign people the requirement for health checks, lets assign the profile to your self, I will go in under find employees and search for myself, click Competence profiles on my row. Right now as you can see I don't have any profiles

Click on add profile and assign me to the Health profile by clicking add, I will also check the current profile since I don't have any other. Click ok.

As you can see above I have 0% fulfillment which is expected. Now you and/or your manager can go in and assign you this competence, this of course is only true if you choose self assessment. That's all right, but also under expired competencies you can now se that you are missing competencies.

So now we have a way to identify the need for health checks on employees that are under 40. Both the employee and mangers can now follow up on what we needs to be done.

Next blog will cover how to set up an activity so when you click the Close Gap button you will be presented with some health check options that will fulfill your gap. And the post after that will cover the job on how to to adjust the expire duration based on age.

Configuring system jobs

There are several system jobs in Agresso HRM talent management portal that are really powerful and useful. In this blog I will walk thru each of them and what their general functionality is.

First go to the jobs under System Administrator/General Schedule System Jobs to get the list of available jobs in your portal.

Click on Add Schedule

Under type you can se a list with the jobs:

• NextLearn.CompetencePortal.Action.Competence.SignOffNotifier
• NextLearn.CompetencePortal.Action.Competence.UserCompetenceExpirationNotifier
• NextLearn.CompetencePortal.Action.News.NewsMailJob
• NextLearn.CompetencePortal.Action.Reports.RSOrphanSubscriptionsRemover
• NextLearn.CompetencePortal.Integration.FileIntegrationJob
• NextLearn.CompetencePortal.Model.Competence.ProcessCompetencePrecondition
• NextLearn.CompetencePortal.Model.Contracts.B2bAccessUpdateJob
• NextLearn.CompetencePortal.Model.Evaluations.EvaluationReminderJob
• NextLearn.CompetencePortal.Model.Learning.ReservationReminderJob
• NextLearn.CompetencePortal.Model.Learning.OccasionReminderJob
• NextLearn.CompetencePortal.Model.Learning.NoticeSenderJob
• NextLearn.CompetencePortal.Model.Mpsync.MpSync
• NextLearn.CompetencePortal.Model.Survey.SurveyTestMailNotifier

NextLearn.CompetencePortal.Action.Competence.SignOffNotifier, KP

This job notifies the the manager of the employee that needs a signoff on a competencies, with a email and attachment that there is signoff awaiting for that person. The look of the of the attachment can be customized with a reporting services report and the report that is to be run is specified in the job parameter.

NextLearn.CompetencePortal.Action.Competence.UserCompetenceExpirationNotifier

This job sends out notification email when a competence is about to expire, the recipients for this are:

• user
• Manager

You can specify a number of parameters on this job apart from the standard “when” to run it.

Parameter	Description
Report name	The file attachment on the email this file contains the actual competencies about to expire
Used for system role	What users should get reminders?
Executes X days before expiration	How long before the competencies is about to expire should the notification go out.
Stored procedure	What data should we look at, when sending out this notice?
Email body/Email text	textual content of the email, only one language

NextLearn.CompetencePortal.Action.News.NewsMailJob

The newsmail job processes all the news that you have chosen to send out as email when you created the news under News and information. This job doesn't have any properties.

NextLearn.CompetencePortal.Action.Reports.RSOrphanSubscriptionsRemover

If you are using reporting services subscriptions, the SQL server and Reporting services engine adds System Sql server jobs that you might want to clear after execution. If you want the talent management portal to handle that for you enable this job.

NextLearn.CompetencePortal.Integration.FileIntegrationJob

This job automates the process of importing files, if you i.e want a integration with SAP or Agresso to synchronize users you can either set a ftp or a network share and the portal will automatically import any files ending up in this folder.

Files that can be automated are any file you can manually import in the portal The file structure for each of these files should be as a manual import and I refer to those guides for the actual file contents.

Parameters when importing:

Setting: You can chose what setting to use, default or any other installed (these settings are usually developed by us, and large enough for its own blog). Standard will suffice for the majority of you.

File format: The type of file you want to automate and that the job can expect, excel (2003), csv, or XML.

XSL parameters: if the setting supports parameters you can set them here (default has none). I.e specific orgid etc.

File path: Physical path of the file to be imported, i.e c:\integrationfiles\users\

Windows username/password: If IIS doesn't have access to the above path, specify user and password for a user that has.

Email reports to: If you want an email summarizing the result of the import specify you email here.

NextLearn.CompetencePortal.Model.Competence.ProcessCompetencePrecondition

This is a job that you can set up to run if you i.e change preconditions for a competence, have competencies/courses that expire. This job will then go thru all preconditions at intervals you specify. Process competence preconditions by calling job_processcompetenceprecondition.

• CompetenceCode and UserName are optional. If set only that competence and/or user will be processed
• if SetMissingInactive is set; competence elements will be set as inactive if preconditions are not fulfilled and was previously fulfilled and element has inactive flag.
• if SetFulfilledActive is set; competence elements will be set as active if preconditions are fulfilled and was previously not fulfilled and element has inactive flag.
• if SetFulfilledValidDates is set; valid from and to dates will be set if preconditions are fulfilled and was previously not fulfilled and element has valid dates. Valid from will be set to today's date, and valid to will be set according to expiration time on element.

NextLearn.CompetencePortal.Model.Contracts.B2bAccessUpdateJob

If you are using filter in your configuration this job should be set to handle organizations changes etc.

NextLearn.CompetencePortal.Model.Evaluations.EvaluationReminderJob

Scheduled Job that emails user and manager X days before an Evaluation meeting

Parameters:

• Numberofdays: The number of days before the meeting that the mail is sent out.
• NextLearn.CompetencePortal.Model.Learning.ReservationReminderJob

Sends out reservation reminder job, all the mails and content of the email is with the other Reservation email settings in application config. The property for this job is the expression editor where you can specify What, When and to whom you want to send emails just like the activity groups or user groups.

NextLearn.CompetencePortal.Model.Learning.OccasionReminderJob

This job is a very good feature where you in essence can specify your custom report to run on a reservation and mail the result to either a specific email address and/or keywords:

• enrolled
• enrolledby
• manager
• supplier
• activity (aka activity.email)
• administrator
• enrolledbyunlessmanager
• cancellationprocessor
• enrolledbyunlessmanagerorsupplier
• topmanager
• assistant

NextLearn.CompetencePortal.Model.Learning.NoticeSenderJob

This job automates the process of sending out reservation/booking documents you find under Documents.

It has the same expression editor, and recipient logic as the other notice mails.

NextLearn.CompetencePortal.Model.Learning.processcompletedactivities

Processes completed activities:

The processing includes:

• setting expiration date on reservation (all booked acts.) and applicationuser (non-booked web-based acts.) tables
• assigning goal competences and profiles to users (including expiration date)
• calculating fulfillment for users profiles (including expiration date) Activity Code and Supplier Code are optional.

If set only that activity will be processed. Note that setting only Supplier Code does nothing.

NextLearn.CompetencePortal.Model.Mpsync.MpSync

This job is only needed if you are integrating with the Competence Marketplace. If its enabled it will sync users and organizations up to the marketplace.

NextLearn.CompetencePortal.Model.Survey.SurveyTestMailNotifier

This job sends out the reminders that you should conduct a survey that you have been assigned. The actual mail contents and format is configured in application config.

Summary

While this was a pretty long blog, it summarizes the different jobs in Talent Management Portal and job scheduler interface is pretty easy to implement and is an excellent way of extending/customizing the portal even further. Next blog will be about exposing our goldmine user and organization data to any application thru a programmable interface.

Good luck with your configuration