Steps for Creating an Automatically Generated License

A license can be set up to be automatically generated when the employee takes specific courses and/or competencies.

• 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 setting of License Indicator ED Solution Standard 4.

To set up automatic generation of the licenses based on course requirements, complete the following steps:

Add the ED Employee License Processing Role:

1. From the Configuration section > Organization Unit card, open the Organization Unit screen.
2. Search for and open the appropriate organization unit.
3. Under Organization Unit Sections, click Roles.
4. Under Role Actions, click Add.
5. Click in the Authorization Role Code field.
6. In the Field Look Up Values menu in the right area, scroll to find and click ED Employee License Processing.

   The role appears in the Authorization Role Code field.

7. Click Save.

Configure the General Screen:

1. From the Configuration section>System card, 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.

   The label describing the license code.

   The short, alphanumeric name or abbreviation identifying the license.

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 after the expiration date of this license, enter a zero.

   The number of days after the expiration date of the license that the employee is still able to be scheduled and able to use Quick Badge. Note: When viewing expiration dates in reports and in notifications, the system uses the original expiration date, not the date adjusted with the Grace Period.

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.

   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.

   Time span by which the license expiration should be monitored (i.e. Day(s), Week(s), Month(s), Year(s), or Once).

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

   The date this license expires for all employees, if applicable. If all employee licenses expire on the same month/day, enter that information in this field. The system recalculates subsequent expiration dates from the original Expiration Date, the Frequency, and the Frequency Value.

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).

   Indicates the action when an event occurs that is linked to an Event Subscription. For example, if an employee's license has expired, this setting determines whether the employee is given a message and whether that employee can clock into the system.

   Different licenses can have different settings. For example, an RN license can be set to Enabled with Lockout. This means if an employee with a Mandatory requirement for an RN license does not have a valid license, he or she would not be able to clock in. This same employee might have a CPR license that is set to Enabled. If that license is expired, the employee gets a message but is still able to clock in.

   Messages can be viewed on the Home page>My Unread Messages screen and in the Actions section>Employee card>Messages screen.

   The following options are available:

   Enabled	This license participates in device messaging. A message is generated for the employee when a related event takes place. When a “lockout” occurs for a critical message, the employee sees the lockout messages, but is still able to delete the message and go on to add, edit, and delete clockings as usual.
   Disabled	This license does not participate in device messaging. No message is generated when a related event takes place.
   Enabled with Lockout	This license participates in device messaging. When a related event takes place, if the severity level of the event is Critical, the employee sees the lockout message, and is NOT able to delete the message. The employee is not able to add, edit, or delete clockings until the issue is resolved.

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.

   Indicates the method for determining the cycle in which the license records can be automatically generated again (i.e. Fixed, Rolling First, or Rolling Last).

   More About Expiration Type Options

   The following are valid Expiration Type options:

   Fixed	The requirement expiration runs on a fixed cycle - Every year, every 6 month etc. The date of the employee class transactions does not affect the expiration date of the requirement. If the Fixed Date is filled in, the course/competency expires for everyone on the same date. If the Fixed Date is not filled in, the cycle expiration date depends on employee-specific dates, such as hire date or position effective date, depending on the setting of the Use Hire Date field on the related curriculum. Indicates whether the requirement Fixed expiration date of the assigned courses will default to the month/day of the employees' hire date rather than to their position effective date (yes/no). When this value is set to Yes, the course expiration month/day defaults to the employees' hire date. This ensures the requirement will expire on the employees' anniversary date. When this value is set to No, the course expiration month/day defaults to the latest date among the employee hire date, labor distribution begin date, and curriculum content effective date.
   Rolling First	The expiration date is based on the date the employee last completed the class. If there are multiple requirements assigned to a category, the expiration date for the entire category is based on the expiration date of the requirement that expires first.
   Rolling Last	The expiration date is based on the date the employee last completed the class. If there are multiple requirements assigned to a category, the expiration date for the entire category is based on the expiration date of the requirement that expires last.

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.

   The number of days before the expiration date of a course/competency requirement that the employee can take the related class.

   For example, if this value is set to 60, the employee can schedule a class up to 60 days in advance of the expiration date. This field is only enabled if the Expiration Category is set to Fixed.

   Note: If this value is left at 0, this means the employee cannot take this class until the day it expires. Be sure to enter enough carryover days to allow the employee to attend a class before the expiration date, especially if a particular class is not offered very often.

10. 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.

    The date when course transaction requirements can no longer be used to create automatically generated licenses. If there is no anticipated expiration date, leave this field blank.

    The starting date when course transaction requirements can be used to create automatically generated employee licenses for this license code.

11. 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 License Indicator 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 License Indicator 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 License Parameter 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.

   The date this course/competency is no longer a requirement for the automatic generation of this license, if applicable. If there is no anticipated expiration for this course requirement, leave this field blank.

   The date this course/competency becomes a requirement for the automatic generation of this license.

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 the Configuration section>System card, select the Application screen.
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 Application Indicator 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 Application Indicator ED Solution Standard 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 section>Processes card>Generate Licenses icon or from the employee record in the Employee Actions section>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: