Competency Roles

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ROLES

Roles allow Lucidity Competency to link a user with the training that they require as well as generate a Training Needs Analysis (TNA) or Training Matrix Report. This is achieved by creating roles and allocating them to users.  

When a user is allocated a role, Lucidity Competency checks the capabilities listed against each role with the records for each user and automatically:

• Recognises where there is a valid training record for a capability and performs no action

• Creates a training need when there is an expired or lapsed training record

• Creates a training need when there is no training record

This process is automatic and the system constantly monitors the training records, as well as the contents of each role, to keep the list of needs up to date. This way there is always either a valid training record or an open training need for every capability that has been allocated to a user.

Roles can consist of one or more capabilities and users can be allocated more than one role.

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In the example table below, Luke Skywalker has been allocated four roles. He will therefore automatically be allocated all ten associated Capabilities. The administrator is only required to allocate four roles manually as opposed to ten separate needs. A training matrix report can now be run to show Luke’s existing records and required needs.

Creating and Editing a Role

To create a new Role, from the Roles page:

1. Click 'Add New.' On the screen that appears, enter the role title and description.

    

2. Complete the fields (see table 'Definitions of Fields' below)

3. Click save 

The details captured for each role may vary slightly between each system configuration. Fields marked with * are mandatory.

Definition of Fields

To edit an existing role, click the edit button on the right-hand side of the relevant role and follow the steps above.

Note that changes to the role once saved will be reflected in the needs that have been automatically created by Lucidity Competency. If additional capabilities are added or removed, the system will review the change and automatically adjust the corresponding needs for all users allocated to the role. The same process is carried out for changes to users allocated to the role.

Copying and Deleting a Role

The copy and delete functions can be found under the actions button.

Copying a role can be a useful tool if there is a need to create a new role that is very similar to an existing role. Most features of the role (title, description, need creation lead time and capabilities) are copied and are ready for the slight changes required. The users allocated to the role are not copied and need to be manually added.

Allocating Users to a Role

Roles associated with a user can be managed in two ways.

1. To edit Roles allocated to a specific user:

   1. Select the capabilities tab within Lucidity Competency. It will default to the People menu.

   2. Use filters or search to locate the user requiring the role.

   3. Click the edit icon in line with their name, or just click the row.

   4. The user's existing roles are displayed at the bottom of the screen.

   5. Use the relevant icon to delete or add new roles to the user.

   6. Click 'Save' when complete

1. To edit which users are allocate to a specific Role:

   1. Select the roles tab within Lucidity Competency

   2. Use filters or search to locate the relevant role

   3. Click the edit icon in line with the role, or just click the row

   4. Scroll to the bottom of the page to view a list of existing users allocated to the role

   5. Use the relevant icon to add or delete users from the role

   6. Click 'Save' when complete

Need Creation Lead Time

The Need Creation Lead Time (NCLT) enables a warning that a user's need is soon to expire.This warning is in the form of a need being created on the Needs page for the associated capability. This allows for pre-planning of training completion so that, in an ideal world, needs don't become expired and all users remain compliant at all times. 

NCLT functionality: 

• Is only linked to capabilities that expire

• Is only linked to capabilities that are associated with a role

• Applies to all capabilities within the role

• Is written in days

• Will only appear in List reports and NOT matrix reports

   

The NCLT is set within the edit role screen.

For all capabilities that have NCLT applied, the need will be created at the designated time frame.

Example:

• Luke Skywalker has a record for Jedi's 101 training, due to expire on the 1st May 2021.

• Within the Jedi's role (of which Jedi's 101 is a part), a NCLT of 30 days has been assigned.

• Therefore, on the 1st April (30 days prior), a need for Luke's Jedi's 101 training will appear on the Needs page.

• This need will be reflected on the needs list report and on the needs page as a requirement.

• In the training matrix report, the record will still appear as orange with the expiry date, alerting users to the fact the need isn't yet expired.

The need will be created as per these examples:

Default Roles

Default roles specify which (if any) roles are to be automatically added to any new users added to Lucidity HR. Since users can be classified as an employee, casual or subcontractor, there is the ability to specify separately which roles are automatically added for each classification of user.

Note the role first needs to be created as a standard role initially and then assigned default role status.

To create or edit default roles, from the Default Roles page:

1. The list of currently saved default roles is displayed, indicating which apply to each type of user.

2. Click 'Add New' to add a new default role and populate the relevant options.

    

3. Click 'Save' when complete.

4. Existing default roles can be edited by clicking the edit button.

5. Existing default roles can be deleted by clicking the Actions > Delete button.

Reporting from the Roles Page

To generate a report for a specific group of roles, from the Roles Tab:

1. Click 'Show Filters'

2. Select the relevant filters

3. Click 'Filter'

4. All results will be displayed at the bottom of the screen

5. Click 'Excel Export' to generate this report into Excel