Licenses

Licenses can be automatically generated when employees complete certain course and/or competency requirements. For example, an employee CPR license can be renewed after an employee completes the BLS refresher course and competency classes.

The courses/competencies that are required for the license are set up on the Courses section screen. After the employee has successfully completed the course/competency requirements, the Auto Generated Licenses process creates a license record in the employee record.

• If the employee does not have an existing record, the system adds a new license record to the employee Licenses screen.

• If the employee already has an existing license record, the current record may be updated or replaced or an additional record may be added, depending on the Application Indicator setting of ED Solution Standard 4.

Steps to Set Up Automatic Generation of Licenses Based on Course Requirements:

Configure the General Screen:

1. From Configuration > System, open the License screen.

   • To add a new record, click on the Add button. Continue with Step 2.

   • To update an existing record, enter search criteria and click on the Search button. Skip to Step 6.

2. Enter a Code and Description to identify this license record.

3. In the Grace Period field, enter the number of days after the expiration date of this license that the employee is still able to be scheduled (if applicable). If employees are not able to be scheduled the after expiration date of this license, enter a zero.

4. In the Frequency field, enter the unit by which expiration is monitored (days, weeks, months, years) or enter Once if this license never expires once it is issued. In the Frequency Value field, enter the number of frequency units that can elapse before a license expires. For example, if the Frequency is Years and the Frequency Value is 2, this means the license expires after two years.

5. If the license expires on the same day for all employees, enter that date in the Fixed Expiration Date field.

6. In the Device Message Participation field, enter whether this license generates messages (when the employee is badging in) if an employee's license is expiring (or has expired).

7. Click on the Courses tab.

8. Enter a value in the Expiration Category field to determine when this license expires. This field is required to enable the Courses button.

9. In the Carry Over Days field, enter the maximum number of days in advance of a course requirement expiration that the employee can take the related class.

10. If the course expiration date should be extended to the last day of the expiration month, set the End Of The Month Expiration field to Yes.

11. In the Generated License Start Date and Generated License End Date fields, enter the date range when course transactions can be used to create automatically generated employee licenses for this license code.

12. Select the Save button to save the record.

Configure the Indicator and Parameter Values:

1. Click on the Indicators tab to open the screen to configure the indicator values.

2. In the ED Solution Standard 1 field, enter whether the courses listed are Pool requirements or Standard requirements.

3. If the value in ED Solution Standard 1 was set to Pool, indicate in ED Solution Standard 2 whether the pool requirements are met using credits, hours or number of courses.

4. If the value in ED Solution Standard 1 was set to Pool, click on the Parameters tab. If the value was set to Standard, skip to step 6.

5. In the ED Solution Standard Rate 1 field, enter the number of units required to complete the course pool. For example, if ED Solution Standard 2 was set to Credits, enter the number of accumulated credits from these courses needed to fulfill the requirements.

6. Select the Save button to save the record.

Configure the Courses Screen:

1. Click on the Courses button in the left pane. To add new course records, click on the Add button.

2. Using the search criteria, search for the course and/or competency records to enter as requirements for this license. Check the box to the left of each record to include in the requirements.

3. To assign the same Effective Date and Expiration Date to all the selected records, click on the Assign: Common Data button in the left pane. Enter the dates.

4. To assign different Effective Date and Expiration Date to the selected records, click on the Assign: Individual Data button in the left pane. Enter the dates for each record.

5. Click on the Save button to save the record.

Set the ED Solution Indicator for the Auto License Creation Method:

1. From Configuration > System, select Application.

2. Enter ET in the Code field and click on the Search button.

3. Check the box to the left of the ET (Education Tracking) record to open it.

4. Select the Indicators tab.

5. Under the ED Solution Standard 4 field, select the setting to determine the record creation details--whether new information should be appended to the existing record, whether the new record should replace the existing record or whether the new record should be added to the existing record.

   Note  

   Open and view the details of these three options in the hyperlink for ED SolutionStandard 4.

6. Click on the Save button in the left pane to save the record.

Automatic Generation of Licenses

Licenses are automatically created for employees when they complete all the required courses and/or competencies. The process is triggered when the transactions are created or when there is a change to the course requirements. The process can also be run from the Actions > Processes > Generate Licenses icon or from the employee record in the Employee Actions > Generate Licenses button.

When a record is written to the Employee License Table, the field values are filled in with the following as a guide:

Code:	License Code
Number:	blank
State:	blank
Country:	blank
Effective Date:	Date all requirements are fulfilled
Expiration Date:	This is determined by the Expiration Category, such as Fixed, Rolling First, or Rolling Last.
Is Verified:	"Yes"
Verified By:	"System"
Verification Method:	"System"
Is Copy Obtained:	"No" - regardless of the indicator setting
Modification Source	"System"

 

The following related topics are available: Authorization Roles Organization Unit Roles Organization Unit Parameters Classrooms Resource Classification Resources Employee Record - Instructor Classification CBT Report Groups Category Course/Competency Classification Course/Competency Curriculum Employee Record - Curriculum Education Transaction Status Education Attendance Status Selection Styles Event Subscriptions Home Page - My Expiring Education Requirements Creating an Education Tracking Class Creating a Class Group