9. Manage Endorsements and Reports

Owned by Graham Kennedy
Last updated: Apr 02, 2024
10 min read

Manage Endorsements and Reports

This functionality is specific to people who are carrying out the various tasks through the lifecycle related to:

Depending on how an organization chooses to conduct Endorsements various roles may be involved. One of those roles is considered the Endorser in SkillsTX terminology. It’s generally someone with excellent SFIA and industry knowledge and credentials, and who would usually have carried out some form of Interview of the person being Endorsed, and who will have the final Approval access and responsibility. Other people may be tasked with Creating/Editing and Reviewing a persons Endorsed Profile prior to Approval as a form of gated process.

On the other hand a single person (the Endorser) may be responsible for the total Endorsement lifecycle.

The complexity of the Endorsement lifecycle is determined by the organization, and some may choose to skip some of the “gated” style steps, such as the Review, and jump straight to Approve.

The Endorsement functionality

Therefore depending on how the organization chooses to conduct Endorsements, will determine the types of Endorsement tasks available to the person using this interface.

All of which is determined by the type of Admin access granted via the Manage Users Admin functionality. i.e.

  • Edit

  • Approve

  • Assign Endorser

  • Generate Reports

  • Export

The the following descriptions of the functionality, assume that a person has been granted all the above accesses, and therefore some may not be available to everyone.

Column Search/Filtering

Explained here: (Suggestion: User Right Click to select Open in a New tab or Window)

0.1 How to work with Admin Page tables and Search/Filtering

Assigned to Me function

Use the Assigned to me button to filter the table to show only people that have been assigned to you, the person logged in as Admin, and those people Assigned to you as the Endorser Name e.g.

Use the Show All button to return to the full list

Generate reports

You are able to generate and download the following reports related to a person using the Generate reports button

  1. Select Generate reports

    Note: The button becomes inactive and OK and Cancel buttons appears

  2. Use the S,E,A header selections to select/deselect All available Reports. (Hover over the column Header for a description)

    • Warning: if the header selector is used, it selects/deselects the reports of everyone in the table NOT just the current page

  3. Ensure you have selected the required Reports only

  4. Press the OK button (or Cancel to exit Reporting mode). Depending on the number of reports you have selected, it will proceed with the Download with either:

    • Unzip etc to extract the required reports and Save as required

    Or

    • If you have selected more than 100 reports, the system will generate the reports in the background, and send you an Email when the Reports are ready to be downloaded.

      OK to Accept Cancel to abandon the Report generations.

      And

    • Use the unique and secure Download Link in your received Email to download the report. Note: You must be logged in for the Download to be invoked. If you are not logged in, you will first be presented with the Login screen.

      • Unzip etc to extract the required reports and Save as required

  5. Unzip etc to extract the required reports and Save as required

Assigning an Assessor

This is an optional (information only) field that can be used to document the person who is going to assess the individual as the precursor to approving their Endorsed Profile. This may in fact be the same person as the Endorser Name field, and is populated from the same list of eligible Endorsers. The difference is that this field is maintained entirely by the Admin, it is NOT updated or changed by any system managed controls.

Assigning an Endorser

In order to assign someone as an Endorser you must have been granted the access to do so.

  1. Select the Endorser Name field of the person you wish to have an Endorser assigned to

  2. And select the person from the List. Note: Only people eligible for Endorser selection will be select-able e.g.

    1. The Blue Tick selection will only become Active if the Person IS eligible

  3. Use the Blue Tick icon selection to select the person (Or you can select the Red icon to exit the selection)

    1. The Endorser field will be populated

    2. An Approve Action icon will appear (If the person Logged in is the Named Endorser)

  4. The named Endorser will now be able to Approve the Endorsed Profile

Whenever an Endorsed Profile is changed (Edited), the Endorser Name gets reverted back to None. This is deliberate, because there is a possible expectation that the Endorser could change after a Profile has been edited (for e.g due to a long time lapse), and to provide a level of rigor, especially for organization that use a gated workflow for Endorsements.

Approving an Endorsed Profile

If you have been assigned as the named Endorser then you will see the Approve Icon in the Action column against the people you have been assigned to.

  1. A good idea is to use the Assigned to me button to filter the table

  2. Select the Approve icon of the person your wish to approve

  3. Select the Endorsed Status drop-down

  4. Select Approved from the list

  5. Confirm you wish to proceed with the Approval from from the Confirmation pop-up by selecting OK (or Cancel if you decide not to continue with the approval)

  6. The Profile Endorsement will be shown in the persons Profile

  7. And the Table will be updated

  8. Their Endorsed status shown in Assign Participants will be set = TRUE

  9. An automated System email will be sent (Unless the relevant Email Template has been set=Inactive) to the person that was Endorsed similar to the following:

Recommendations/Suggestions

 

On this page:

Endorsements Table description

Column Name

Options

Description

S

Selection

Only if a report is available

To select SelfAssessed Profile Report.

E

Selection

Only if a report is available

To select Endorsed Profile Report.

A

Selection

Only if a report is available

To select Action Plan Report.

Action

 

Select the Action you Require to perform on the persons Endorsed Profile

  • Edit/Review

  • Approve - Only available if an Endorser is assigned and you are the Endorser

Person Name (email)

Email address

The email address of the person. (email being unique ID)

Assessor Name

  • None

  • Name Selection

  • No one selected

  • Show/Select the person assigned to Assess the person. (This may be the same person as the Endorser depending on how you choose to make use of this field).

    • A suitable Assessor is able to be selected from the drop down list by people who have the Assign Endorser option

Loaded/Last Updated By and Date

Name, date-stamp & Version

Name of the person who last updated the persons Endorsed Profile, with a date-stamp and version number of the updated Profile

Endorsed Status

  • None

  • For review

  • Reviewed

  • Approved

  • None

  • For review

  • Reviewed

  • Approved (by Endorser)

Endorser Name

  • None

  • Name Selection

  • No one selected

  • Show/Select the person assigned to Endorse the persons Endorsed Profile

    • A suitable Endorser is able to be selected from the drop down list by people who have the Assign Endorser option

Reviewed by and date

Name, date-stamp & Version

Name of the person who last changed the Status of the persons Endorsed Profile to Reviewed, with a date-stamp and version number of the Reviewed Profile

Approved by and date

Name, date-stamp & Version

Name of the person (Endorser) who last changed the Status of the persons Endorsed Profile to Approved, with a date-stamp and version number of the Approved Profile

Edit, Create and View (Review) a persons Endorsed Profile

  1. Select the Edit icon in the Action column of the person (It will only be available if you have Edit access)

  2. This will Open the persons Endorsed Profile in a new Browser Window

    1. If the person does not yet have an Endorsed Profile it will look similar to the following:

      1. You have the option of creating a new Endorsed Profile using the Create Endorsed Profile button

      2. This will open up a blank Profile that you can then Edit and Save to create a new (v1) Endorsed Profile

    2. If the person already has a version of an Endorsed Profile it will look similar to the following:

    3. You will also have access to the SelfAssessed Profile (Provided one exists) of the person for comparison by using the Choose Profile Type selection as well as the std Job Matching features

    4. In addition you can use the Planner Menu at the top to view the Persons Action Plan, Evidence and Notes as part of the review process

  3. Should you need to Edit the persons Endorsed Profile you can use the Edit Profile button

    1. This will Open up the Profile in Edit mode and you can edit the individual LoRs and Professional skill accordingly

    2. Use the Save button to save to a new version

    3. After Saving an edited Profile:

      1. an Endorsed Status Drop-down will appear with a Status set = None

      2. Any previous Endorser Assignments for this person will also be set = None (In the main Endorser task table)

  4. You are able to add Comments (Notes) to any of the selected Skills, after having saved the new version, should you wish to document reasons or info regarding to the skill choices you have selected by clicking on the selection

    1. Add your comments in the Enter Comment block

    2. Save using the Save Changes button (or Close to exit the add Comment)

    3. And you will be asked to confirm the comments via a confirmation pop-up. (Warning: This is because these comments will be visible to the Person, and included in their reports). Select OK

    4. The fact that a comment has been left will be indicated by a Message icon in the skill selection itself:

    5. To Review/Change the Comments select the Skills with the Icons

       

  5. Depending on how your organization has chosen to conduct Endorsements you may wish to now change the Status of the Profile accordingly. i.e. from None to: either For Review or Reviewed

  6. And you may need to assign the person who will be responsible for approving the Endorsement (Refer: Assign Endorser)

Export

 

  1. Select the Export button to produce the export file:

  •