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The Ticket Submit and Approval Management functionality allows for tickets (records) to be managed by end users (submitters) within Lucidity Competency in two ways:
This is then followed by an approval process performed by local internal administrators (approver).
There are several steps required in the process to ensure it works efficiently. These are outlined in the flow chart below and explained in detail throughout the rest of this section.
*Only required for individual ticket submission
The following Application Note illustrates the process from the perspective of the end user and the approver of the submitted training record.
The tickets the individual is required to submit is up to the discretion of the organisation. Some examples could be a driver's licence, forklift ticket, first aid qualification etc. It is important to note this is quite difference to a contracting company's required documentation. Competency Ticket Approval is used for an individual employee, contractor or sub-contractor's personal licences, tickets or qualifications. Contractor Document Self-Service is used for a Contracting Company's documentation (such as public liability insurance, a safety management plan, motor vehicle insurance etc.) Refer to the Lucidity Contractor Self-Service user guide for more details. |
There are several privileges associated with the Ticket Submit and Approval Management feature.
Privilege Name | Allows User to: |
---|---|
Records - Review/approve Tickets | Approve tickets that have been submitted via the validation process. |
Records - Submit tickets for others | Submit tickets on behalf of other users. The submitted ticket will remain PENDING until approved . |
Self Management - Submit Tickets | Submit required tickets as listed on the MY TICKETS page under the My Training tab. The submitted ticket will remain PENDING until approved. |
These are accessible in Lucidity Access. For further details on how to create profiles, roles and assign privileges, refer to the Roles section in the Lucidity Access user guide. Further details on specific Lucidity Competency privileges can be found in the Competency Access Roles and Privileges page in the Lucidity Access user guide.
This step only applies for tickets end users are required to submit for themselves. This needs to be set as part of the capability creation by the system administrator from Lucidity Competency by:
For full details on creating new capabilities, refer to the Capability page in this user guide
The capabilities with this field selected will now be part of the Self-Ticket Management process and, provided a need is assigned, will become available for end-users to enter their own tickets.
In order for the selected capability to become available for an individual end user to submit their own ticket, it needs to be assigned as a need through Lucidity Competency by the local administrator.
It is also recommended (but not required) needs are assigned in order for a user with the SUBMIT TICKETS FOR OTHERS privilege to know exactly what is required for the people they are submitting tickets for.
Refer to the Competency Needs or Competency Roles pages within this user guide for full details on assigning needs.
Ticket Submit and Approve Management - Individual End-User Guide Ticket Submit and Approve Management - Submit on Behalf of Others Guide COMING SOON! |
Once steps 1 - 3 have been complete, the end-user is now able to enter either their own tickets or tickets on behalf of another user in Lucidity Competency by:
Definitions of Fields
Fields | Definitions |
---|---|
Issue Date | Also known as the completion date - denotes when the training was completed or when the license/ certificate was issued The issue date is used to calculate an automatic expiry date where relevant. This only occurs when the record is first created and not if it is updated. |
Expiry Date | The expiry date is used as the basis for notifications and alerts for each record An expiry date may be automatically set when a record is created if relevant. This is based on the issue date and can be manually set or entered at any time |
Licence Number | Entered if there is a license number issued |
Card Number | Entered if there is a card number issued |
Certificate Number | Entered if there is a certificate number issued |
Issuer | The name of the organisation that issued the licence/ ticket/ qualification |
Notes | Entered if additional notes relating to the record or the specific title of the capability are required |
Refer to the Uploading/Managing Files user guide page for more details.
Regardless of who submitted the ticket, it will now be listed as 'Pending' as it requires approval from the local administrator.
When submitting or editing a ticket, there are requirements that must be met in order for the ticket to be accepted:
If either of these requirements are not met, the ticket will not save. |
Ticket Submit and Approve Management - Approve Ticket |
Local administrators need to approve the ticket before it is added as a completed record into Lucidity Competency. This is to ensure the details the end-user has entered are correct and meets all requirements. After reviewing the ticket, the local administrator can either approve or return it.
Tickets returned to the end-user need to be edited and corrected. The end-user can do this by:
The cycle of a submitter editing the ticket details and the local administrator reviewing it continues until the administrator is satisfied and approves the ticket. Once approved, the process is complete and the ticket becomes a standard record within Lucidity Competency. |
Once a ticket has been approved and recognised as a valid record within Lucidity Competency, the end-user is unable to edit the record. Administrators with appropriate permission can edit the record as required. |
At any time an Administrator can trigger the 'My Tickets' to request a new upload from the end-user for a specific capability. This is done by Lapsing the existing training record for that capability. An Administrator can do this by following these steps: