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Credential ManagementUsers Guide

Pangea Users Guide

Table of Contents

1. CREDENTIAL MANAGEMENT USER GUIDE OVERVIEW ................................................................ 1

2. CREDENTIAL MANAGEMENT GENERAL FUNCTIONALITY ............................................................. 1

ABOUT QUALIFICATIONS AND CREDENTIALS .......................................................................................1

TASK ASSIGNMENT AND COMPLETION PROCESS OVERVIEW ................................................................1

UNDERSTANDING CREDENTIAL ASSIGNMENT, VERIFICATION, AND RENEWAL ........................................3

VIEWING AND MANAGING QUALIFICATIONS AND CREDENTIALS.............................................................6

COMPLETING TASKS ........................................................................................................................19

ACCEPTING OR REJECTING COMPLETED TASKS ................................................................................26

REVIEWING EMPLOYEE TASKS..........................................................................................................32

HOME DASHBOARD - VIEWING AND UPLOADING DOCUMENTS ............................................................35

MANAGER DASHBOARD - VIEWING AND UPLOADING EMPLOYEE DOCUMENTS AND FORMS ..................37

3. CREDENTIAL MANAGEMENT SAMPLE SCENARIOS ................................................................... 42

AUTOMATED ASSIGNMENT AND RENEWAL METHOD WITH A REGULAR TASK .......................................42

AUTOMATED RENEWAL METHOD WITH REGULAR AND UPLOAD DOCUMENT TASKS .............................43

MANUAL RENEWAL METHOD WITH THE GIS FAX MANAGER SERVICE FOR AN UPLOAD DOCUMENT TASK44

MANUAL RENEWAL METHOD WITH A BACKGROUND CHECK TASK ......................................................45

4. CREDENTIAL MANAGEMENT CONFIGURATION ......................................................................... 47

GIS FAX MANAGER CONFIGURATION ................................................................................................47

CREDENTIAL MANAGEMENT .............................................................................................................47

TASK MANAGEMENT ........................................................................................................................48

TASK TEMPLATE MANAGEMENT .......................................................................................................48

QUALIFICATION MANAGEMENT .........................................................................................................48

QUALIFICATION ASSIGNMENT ...........................................................................................................48

CREDENTIAL RENEWAL REMINDER SETUP ........................................................................................48

RELATED METADATA ENTRY MANAGEMENT ......................................................................................49

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1. CREDENTIAL MANAGEMENT USER GUIDE OVERVIEW

The General Information Services (GIS) Pangea solution transforms tedious, paper-intensive processesinto an automated, fully-functional workflow. The Pangea for Insurance system is designed to helpinsurance organizations facilitate data collection, ordering background investigations, and other activitiesrelated to managing the contracting process to save valuable time spent collecting producer information.The Pangea Hiring Management System (HMS) is designed to help human resources managersfacilitate application collection, hiring, and post-hire activities related to managing a company’sworkforce.

The purpose of this document is to provide you with an overview of the Credential Managementfunctionality within the Pangea Hiring Management System (HMS), including general qualification andcredential functionality, different approaches to qualification and credential renewal, and a summary ofconfigurable system functions for CredentialScan.

2. CREDENTIAL MANAGEMENT GENERAL FUNCTIONALITY

The Credential Management functionality provides you with the ability to store, monitor, and renewcredentials and qualifications for existing employees within the Pangea system. The Pangea CredentialManagement system is highly configurable, and allows you to customize the approach your organizationprefers for assigning, updating, and renewing employee credentials and qualifications.

ABOUT QUALIFICATIONS AND CREDENTIALS

Qualifications consist of one or more credentials used to validate or qualify an employee for a givenpurpose within your organization. Qualifications can help to both determine and certify the eligibility andabilities of employees to ensure that they meet the criteria for a particular position, such as a CDLqualification for a commercial driver position or a state insurance license for an insurance providerposition. Within the Pangea system, each qualification is made up of one or more credentials, where acredential consists of a tangible license, document, file, certification, permit, etc. that provides proof ofeligibility towards the overall qualification.

For example, the qualification for a commercial driver position may require ongoing proof of credentialsfor a valid CDL license, hazardous material handling authorization, and flatbed certification. Once youcreate credentials, you can associate the credentials with a new qualification and then assign renewaltasks, task templates, and automated task profiles to the credential to ensure that new commercial driveremployees provide ongoing proof of certification to their manager.

TASK ASSIGNMENT AND COMPLETION PROCESS OVERVIEW

The qualification and credential renewal process in Pangea involves the post-hire task assignment andcompletion functionality that is available in the Home and Manager dashboards. Managers can use theManager dashboard to locate employees that currently maintain qualifications and credentials, reviewdetails for qualifications and credentials, assign qualifications and credentials, view currently assignedrenewal tasks or manually assign qualification or credential renewal tasks to employees as necessary,accept or reject renewal tasks once employees mark the tasks as complete, and then review completedtasks and any related documents. Employees can use the Home dashboard to review details forqualification and credential renewal tasks, mark renewal tasks as complete, and then review completedtasks and any related documents.

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The basic Pangea task assignment and completion process for credential and qualification renewal is asfollows:

1. The system administrator configures tasks, task templates, automated task profiles, and renewalreminders for the credential renewal process as necessary. Once all these items have beenproperly configured, the system administrator or manager can manually assign qualifications andcredentials to employees.

You can also opt to automatically assign credentials to employees by assigning a task to the employee that systemadministrators configure to use a task form collection attachment and that includes a form that uses the EmployeeCredentials form type. In this case, system administrators and managers do not need to manually assigncredentials to employees. Refer to the Understanding Credential Assignment, Verification, and Renewal section formore information on this functionality.

2. The manager reviews details for the qualifications and credentials from the Manager dashboard.

If the manager encounters a credential that has either expired, does not have an expiration date, or if the managerneeds to proactively initiate the renewal task assignment process prior to the automatic task assignment dateconfigured for the automated task profile, the manager can also choose to manually assign credential renewal tasksto employees, depending on your organization's Credential Management configuration or the nature of thecredentials or qualifications.

Refer to the Credential Management Configuration section of this document for more information on the configurablefunctions and features of the Credential Management system. Additionally, refer to the Credential ManagementSample Scenarios section for sample scenarios that highlight some of the different approaches your organizationcan take to task assignment and credential renewal.

3. The employee and manager receive an automated e-mail which indicates that the qualification orcredential is about to expire as the expiration date approaches. Once the qualification or credentialreaches the renewal task assignment date based on the number of days before the credentialexpiration trigger for the automated task profile, the Pangea system automatically assignscredential renewal tasks to the task assignee, and the task assignee receives an automated e-mailwhich indicates that the tasks have been assigned.

4. The employee, or task assignee, reviews the renewal tasks from the Home dashboard. The taskassignee works to finish any required actions for the tasks and then marks the tasks as complete.The actions that the task assignee must complete can involve faxing documents into the GIS FaxManager system, completing PDF forms, uploading documents and files, or any other activitydeemed necessary to fulfill your organization's requirements for qualification or credential renewal.

5. The task reviewer receives an automated e-mail which indicates that the renewal tasks have beenmarked as complete by the task assignee and are ready for review.

6. The task reviewer reviews and accepts the renewal tasks from the Home dashboard, whicheffectively reactivates the qualification or credential for the employee.

7. Employees and Managers review task details and documents related to the qualification orcredential renewal as necessary.

The following sections provide details on how to complete the individual process steps from the taskassignment and completion process above.

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UNDERSTANDING CREDENTIAL ASSIGNMENT, VERIFICATION, AND RENEWAL

The credential management functionality involves the process by which you assign, initially verify, andrenew qualifications and credentials for employees. The credential management process may varydepending on how system administrators configure credentials, the method you apply to collectcredential details and assign credentials to employees, and the procedures you choose to apply wheninitially verifying and renewing credentials.

Automatically Assigning Credentials to Employees

The automatic assignment method allows you to automatically assign credentials to employees oncethey initially provide details for their credentials. The automatic assignment method occurs when thecredential is automatically assigned as a result of the employee completing a task template or ad hoctask with an employee task form collection that includes the Employee Credentials form. Onceemployees provide details for their credentials via the Employee Credentials form and the task templateor ad hoc task completion process is finalized, the credentials are automatically assigned to theemployee and are available for managers to view via the Employee Qualifications and Credentials pageon the Manager dashboard.

With this method, managers may only need to review and verify that the credential details employeesprovide via the Employee Credentials form are accurate, which can help avoid situations where themanager needs to obtain and then manually enter credential details before they can assign thecredential to the employee.

Manually Assigning Credentials to Employees

The manual assignment method allows you to manually assign credentials to employees. The manualassignment method occurs when the credential is manually assigned to the employee via the EmployeeQualifications and Credentials page from the Manager or Administration dashboard. Once you manuallyassign and provide details for credentials via the Employee Qualifications and Credentials page, thecredential is assigned to the employee and available for managers to view via the EmployeeQualifications and Credentials page on the Manager dashboard.

With this method, managers should obtain and manually enter credential details before they can assignthe credential to the employee.

Configuring Initial and Renewal Verification Methods for Credentials

Once you assign credentials to employees, you can initially verify the credentials you want to activelymonitor within the Pangea system. The initial verification process may differ based on the InitialVerification Type option system administrators choose as they configure credentials. When configuringcredentials, system administrators can choose one of the following options as the initial verification typefor credentials:

None - Indicates that you do not want to initially apply a specific verification option for thecredential. If you select this option, the credential status for the credential status displays asActive upon assignment by default.

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Initiate New Task Group - Indicates that you want to assign the credential task template whenyou initially assign the credential. If you select this option, the credential status for thecredential displays as Unverified upon manual or automatic assignment via the EmployeeQualifications and Credentials page by default. If you select this option but then choose toapply the manual assignment method, managers must manually click the Verify hyperlink fromthe Qualifications and Credentials page on the Manager dashboard to initially verify thecredential by assigning the credential task template to the employee. Conversely, if you selectthis option but apply the automatic assignment method, the Pangea system is designed toautomatically assign the credential task template for initial verification to the employee.

Use Existing Task Group - Indicates that you want to initially assign and verify the credentialusing the credential task template. If you select this option, the credential status for thecredential status displays as Active upon manual or automatic assignment via the EmployeeQualifications and Credentials page by default.

BG Check- Batch - Indicates that a task template containing a Background Check type taskassociated with a background check package that includes the Professional Credentials Checkproduct will be initiated for all credentials that use this same verification type and that areassociated with the employee as a part of the credential task template. With this option, thecredential status for all of the employee's credentials are set to Active once the backgroundcheck order proceeds to a final grade or status of Pass. However, if any of the employee'scredentials that use this same initial verification type receive a final grade or status of Fail, all ofthe credentials are set to the Rejected credential status.

Additionally, if you select this option, the credential status for the credential status displays asUnverified upon manual or automatic assignment via the Employee Qualifications andCredentials page by default. If you select this option but then choose to apply the manualassignment method, managers must manually click the Verify hyperlink from the Qualificationsand Credentials page on the Manager dashboard to initially verify the credential by submittingthe background check order. Conversely, if you select this option but apply the automaticassignment method, the Pangea system is designed to automatically submit the backgroundcheck order for initial verification.

Once you initially verify credentials, you can continuously monitor the status of the credential and assigncredential renewal tasks as necessary as the expiration date for the credential approaches. The renewalverification process may differ based on the Renewal Verification Type option system administratorschoose as they configure credentials. When configuring credentials, system administrators can chooseone of the following options as the renewal verification type for credentials:

None - Indicates that you do not want to apply a specific renewal method when renewing thecredential. If you select this option, the credential status for the credential continually displaysas Active, even if you specify an expiration date during the credential assignment or initialverification process and the expiration date is exceeded. You should only select this option forcredentials that never expire.

Initiate New Task Group - Indicates that you want to assign the credential task templateduring the credential renewal process.

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BG Check - Single - Indicates that you want to submit a background check order via aBackground Check type task from the credential task template that is associated with abackground check package which includes the Professional Credentials Check product for theindividual credential during the credential renewal process. The credential status for thecredential is set to Active once the background check order proceeds to a final grade orscreening status of Pass. However, if the credential receives a final status of Fail, the credentialstatus is set to Unverified.

Contact your system administrator for assistance with choosing initial and renewal verification typeoptions for credentials.

Automatically or Manually Assigning Credential Renewal Verification Tasks

You can also opt to either automatically or manually assign credential renewal tasks as the expirationdate for the credential approaches. The manual approach to the credential renewal task assignmentprocess occurs when you click the Renew hyperlink from the Employee Qualifications and Credentialspage via the Manager or Administration dashboard. The automatic approach to the credential renewaltask assignment process requires system administrators to configure an automated task profile forcredential expiration that uses the task template associated with the credential. When systemadministrators configure automated task profiles, they can indicate the number of days, in advance ofthe credential expiration date, to automatically assign tasks from the credential task template. With theautomatic approach, you can conveniently automatically assign credential renewal tasks in advance ofthe expiration date for the credential and effectively avoid exceeding the expiration date without havingto manually monitor the expiration date and then manually assign renewal tasks.

Contact your system administrator for assistance with configuring automated task profiles.

Credential Status and Renewal Scenarios by Credential Configuration

The following table provides a summary of credential statuses and renewal scenarios based on thecredential assignment method you apply and the initial or renewal verification type system administratorsselect for credentials:

The Status field in the following table refers to the Status column value on the Employee Qualifications andCredentials page that displays the current credential status for the corresponding credential. The Renewal field inthe following table refers to the Renewal column value on the Qualifications and Credentials page, which displaysa value of "In Progress" if the credential renewal process is currently active or a Renew or Verify hyperlink if thecredential renewal process is not in progress.

Initial VerificationType

Renewal VerificationType

Automatic Assignment Manual Assignment

None None Status - Active

Renewal - Not applicable

Status - Active

Renewal - Notapplicable

None Initiate New TaskGroup

Status - Active

Renewal - Renew

Status - Active

Renewal - Renew

None BG Check - Single Status - Active

Renewal - Renew

Status - Active

Renewal - Renew

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Initial VerificationType

Renewal VerificationType

Automatic Assignment Manual Assignment

Initiate New TaskGroup

None Status - Unverified

Renewal - In ProgressCredential task template automaticallyassigned.

Status - Unverified

Renewal - Verify



Status - Unverified


Status - Unverified

Renewal - Verify


BG Check - Single Status - Unverified


Status - Unverified

Renewal - Verify

Use Existing TaskGroup

None Status - Active

Renewal - Not applicable

Status - Active

Renewal - Notapplicable



Status - Active

Renewal - Renew

Status - Active

Renewal - Renew


BG Check - Single Status - Active

Renewal - Renew

Status - Active

Renewal - Renew

BG Check - Batch None Status - Unverified


Status - Unverified

Renewal - Verify

BG Check - Batch Initiate New TaskGroup

Status - Unverified


Status - Unverified

Renewal - Verify

BG Check - Batch BG Check - Single Status - Unverified


Status - Unverified

Renewal - Verify

VIEWING AND MANAGING QUALIFICATIONS AND CREDENTIALS

The Employee Qualifications and Credentials page allows managers to review the qualifications andcredentials that are currently assigned to each employee for which they are responsible, assign orremove qualifications and credentials, manually initiate tasks for qualifications and credentials asnecessary, and update settings of assigned credentials.

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Employee Qualifications and Credentials

Qualifications can help to both determine and certify the eligibility and abilities of employees to ensurethat they meet the criteria for a particular position, such as a CDL qualification for a commercial driverposition or a state insurance license for an insurance provider position. Qualifications are made up ofone or more credentials where a credential consists of a tangible license, document, file, certification,permit, etc. that provides proof of eligibility towards the overall qualification.

In most cases, renewal tasks are automatically assigned to the employee based on the number of daysbefore the credential expiration trigger for the automated task profile, which greatly reduces the need formanagers to have to manually assign credential renewal tasks. However, if renewal tasks are notcurrently assigned for an expiring credential, if an expiration date was not previously set for a credential,or if the manager needs to proactively initiate the renewal task assignment process prior to the automatictask assignment date configured for the automated task profile, managers can manually assigncredential renewal tasks as necessary.

Once the employee marks the task associated with the credential as complete and the manager acceptsthe completed task, the credential displays as active on the Employee Qualifications and Credentialspage. Contact your system administrator for assistance with setting up automated credential renewaltasks.

You cannot renew credentials for an employee if there are any pending or incomplete Background Check tasksassigned to the employee.

You can use the Employee Qualifications and Credentials page to do the following:

Manually Assign Qualifications or Credentials to Employees

View Employee Credential Details

Edit Employee Credential Details

Manually Renew or Verify Credentials

Manually Terminate Credentials

Manually Unassign Qualifications

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Employee Qualifications and Credentials Fields

Field Definition

Displaying Hyperlinks you can select to toggle between viewing both qualifications andcredentials for the employee or just credentials. Options are:

Qualification View- Select to refresh the Employee Qualifications andCredentials page to display both qualifications and credentials for theemployee in the Qualification View list.

Credential View - Select to refresh the Employee Qualifications andCredentials page to display only credentials for the employee in theCredential View list.

The Displaying hyperlink that is selected by default when you initially open theEmployee Qualifications and Credentials page is based on the QCViewDefaultMetadata setting. Contact your system administrator for assistance with updatingthe default view for the Employee Qualifications and Credentials page.

AssignQualification/Credential

Drop-down field used to the select the qualification or credential you want toassign to the employee. The hyperlink you choose for the Displaying fieldindicates whether the available options for this field consist of qualifications orindividual credentials.

You cannot assign the same qualification to an employee more than once.Additionally, when assigning credentials to employees, if you need to assign acredential that is already currently assigned to the employee, you must use theEdit Employee Credential section to provide unique values for the previouslyassigned credential before you can assign the new credential.

Assign Button used to assign the currently selected qualification or credential in theAssign Qualification / Credential drop-down field to the employee.

Show Active Checkbox used to filter the Qualification View list to only display actively assignedqualifications for the employee.

Show Inactive Checkbox used to filter the Qualification View list to only display qualifications thatare assigned but no longer active based on the employee's credentials.

Show Attained but notAssigned

Checkbox used to filter the Qualification View list to only display qualifications forwhich the employee is eligible, but that have not yet been assigned to theemployee.

Qualification Displays the name of the qualification.

Status Displays the status of the qualification. Options are:

Active - Indicates that the qualification is active and has been assigned tothe employee based on their current credentials. Qualifications with thisstatus display with a Delete hyperlink.

Inactive - Indicates that the qualification is no longer active for theemployee based on the current credential status of the credentials thatcomprise the qualification. Qualifications with this status display with aDelete hyperlink.

Attained but not Assigned - Indicates that the employee is eligible for thequalification based on their current credentials, but the qualification hasnot yet been assigned to the employee. Qualifications with this statusdisplay with an Assign hyperlink.

Assign Hyperlink used to assign the corresponding unassigned qualification in theQualification View list to the employee.

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Delete Hyperlink used to unassign the corresponding qualification in the Qualification View list fromthe employee's record. If you unassign the qualification for an employee, it is important tonote that you do not remove any currently assigned credentials that comprise thequalification from the employee's record. When you delete the qualification, you effectivelyunassign only the association between the qualification and the employee's record.

Credential Displays the name of the credential.

State Displays the two-letter abbreviation for the state code associated with the credential.

License No. Displays the license number associated with the credential.

Board Type Displays the medical board type associated with the credential.

Start Displays the date by which the credential is set to become valid.

Expiration Displays the date by which the credential is set to expire. If an expiration date does notdisplay for the credential, this indicates that the credential is set to never expire.

Status Displays one of the following as the current credential status of the credential:

Unverified - Indicates that the credential has been assigned to the employee but hasnot yet been initially verified by the employee. You can click the Verify hyperlink toinitially assign credential renewal tasks to the employee or manager in order toverify the credential as an active credential.

Active - Indicates that the credential is active, has been initially verified by theemployee, and either does not include an expiration date or includes an expirationdate that occurs in the future.

Expired - Indicates that the credential is being actively monitored but that the datefor completing renewal tasks has exceeded the credential expiration date. If thecredential expiration date has been exceeded, the credential status displays asExpired until credential renewal tasks from the task template associated with thecredential are successfully closed.

Terminated - Indicates that the credential has been terminated and is no longerassociated with the employee. You cannot update the status of a terminatedcredential or click the Renew hyperlink to manually assign credential renewal tasksfor the credential.

Rejected - Indicates that the credential has been rejected due to failing abackground check. When background check orders for Background Check typerenewal tasks progress to receive a final grade of Fail, the corresponding taskdisplays with a Closed task status, any subsequent tasks from the credential tasktemplate display with a Canceled task status, and the credential status displays asRejected during the credential renewal process. You must either click the Renew orVerify hyperlink to re-initiate the credential renewal process, or manually terminatethe credentials for the employee if credentials display with a Rejected status.

Unassigned - Indicates that the qualification which includes the credential has beenassigned to the employee, but the individual credential has not yet been assigned tothe employee. The Unassigned credential status only displays for unassignedcredentials in the Qualification View list. You can click the Assign hyperlink to assignthe credential to the employee.

You cannot modify the currently selected status for the credential via the Status field.

Assign Hyperlink used to manually assign the corresponding unassigned credential in theQualification View list to the employee. Once you manually assign the credential, you shouldclick the Credential View hyperlink and then click the Edit hyperlink to apply or updatedetails for the credential.

Renew Hyperlink used to assign credential renewal tasks to the employee for the correspondingcredential in the Qualification View list.

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View Hyperlink used to view details via the Employee Credential Details section for thecorresponding credential in the Credential View list.

Edit Hyperlink used to modify details via the Edit Employee Credential section for thecorresponding credential in the Credential View list. If the initial or renewal verification of thecredential involves a background check order and the Renewal column currently displays avalue of In Progress, you should not attempt to edit credential details until the backgroundcheck process is complete.

Renewal Displays one of the following hyperlinks you can click to manually initially verify or renew thecorresponding credential in the Credential View list:

Verify - Hyperlink used to assign credential renewal tasks to the employee ormanager in order to initially verify the credential as an active credential. The Verifyhyperlink displays if system administrators configure the credential to require initialverification via a credential renewal task template.

Renew - Hyperlink used to assign credential renewal tasks to the employee.

The Verify and Renew hyperlinks are not available if renewal tasks are currently in processfor the credential. If renewal tasks are in process for the credential, an In Progress hyperlinkdisplays in place of the Verify or Renew hyperlink within the Renewal column. Similarly, ifthe renewal process is not applicable, such as with credentials that are not set to expire, theRenewal column displays a value of "Not applicable". If the initial or renewal verification ofthe credential involves a background check order and the In Progress hyperlink displays,you should not attempt to edit credential details until the background check process iscomplete.

Show/HideTerminatedCredentials

Hyperlink used to toggle showing or hiding previously terminated credentials for theemployee. The Show / Hide Terminated Credentials hyperlink only displays if you click theCredential View hyperlink for the Displaying field.

EmployeeCredentialDetails

Section that displays the following fields you can use to view information for the employeecredential:

Field Definition


Status Displays one of the following as the current credential status of thecredential:

Unverified - Indicates that the credential has been assigned tothe employee but has not yet been initially verified by theemployee. You can click the Renew hyperlink to initially assigncredential renewal tasks to the employee or manager in order toverify the credential as an active credential.

Active - Indicates that the credential is active, has been initiallyverified by the employee, and either does not include anexpiration date or includes an expiration date that occurs in thefuture.

Expired - Indicates that the credential is being actively monitoredbut that the date for completing renewal tasks has exceeded thecredential expiration date. If the credential expiration date hasbeen exceeded, the credential status displays as Expired untilcredential renewal tasks from the task template associated withthe credential are successfully closed.

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Terminated - Indicates that the credential has been terminatedand is no longer associated with the employee. You cannotupdate the status of a terminated credential or click the Renewhyperlink to manually assign credential renewal tasks for thecredential.

Rejected - Indicates that the credential has been rejected due tofailing a background check. When background check orders forBackground Check type renewal tasks progress to receive a finalgrade of Fail, the corresponding task displays with a Closed taskstatus, any subsequent tasks from the credential task templatedisplay with a Canceled task status, and the credential statusdisplays as Rejected during the credential renewal process. Youmust either click the Verify or Renew hyperlink to re-initiate thecredential verification process or manually terminate thecredentials for the employee if credentials display with aRejected status.

You cannot modify the currently selected status for the credential via theStatus field.

State Displays the two-letter abbreviation for the state code associated with thecredential.

LicenseNumber

Displays the license number associated with the credential.

Board Type Displays the medical board type associated with the credential.

Start Date Displays the date by which the credential is set to become valid.

ExpirationDate

Displays the date by which the credential is set to expire. If an expirationdate does not display for the credential, this indicates that the credentialis set to never expire.

CustomAttributes

Displays custom attribute fields for the credential. When you assign andupdate qualifications and credentials for employees, the Edit EmployeeCredential section of the Employee Qualifications and Credentials pagemay include additional custom attribute fields. The additional fields thatdisplay are based on the Employee Credential Custom Attributes form.Contact your system administrator for assistance with updating theEmployee Credential Custom Attributes form.

Back toCredentialList

Button used to return to the initial Qualifications and Credentials page.

Edit Button used to modify the credential via the Edit Employee Credentialsection.

RenewalHistory / ActiveRenewal

Sections that includes the following fields which provide information from the credentialrenewal process for the credential:

Field Definition

Date Started The start date for the initial verification or renewal process.

DateCompleted

The end date for the initial verification or renewal process.

VerificationStatus

The current status of the initial verification or renewal process. Optionsare:

Workflow In Progress - Indicates that the verification or renewalprocess is active.

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Verified - Indicates that the credential was verified andconfirmed via the verification or renewal process.

Cancelled - Indicates that the verification or renewal processwas canceled due to a terminated credential or backgroundcheck failure.

Verification Order Pending - Indicates that the background checkfor the verification or renewal process is pending completion.

Verification Ordered - Indicates that the background check orderfor the verification or renewal process is in progress.

Verification Order - Pass - Indicates that the background checkorder for the verification or renewal process received a Passscreening status, or grade.

Verification Order - Fail - Indicates that the background checkorder for the verification or renewal process received a Failscreening status, or grade.

Verification Could Not be Ordered - Indicates that thebackground check order for the verification or renewal processcould not be placed. Under these circumstances, you shouldcontact your system administrator for assistance with thebackground check order.

VerificationSource

The source, or mode, by which the initial verification or renewal processwas initiated. Options are:

Manual Renewal - Indicates that the credential renewal processwas manually initiated by a manager or other system user.

Auto Renewal - Indicates that the credential renewal processwas automatically initiated based on the expiration date of thecredential.

Initial Verification - Indicates that the credential is being initiallyverified.

VerificationType

Indicates the type of verification for the initial verification or renewalprocess. When configuring credentials, system administrators canindicate the type of verification to apply when initially verifying orrenewing credentials. Contact your system administrator for assistancewith updating the verification type for credentials.

VerificationCheck

Displays the current screening status, or grade, for the credential if theinitial verification or renewal process involves ordering a backgroundcheck to certify the credential. You can click the screening status columnhyperlink to view details for the credential renewal background checkreport.

The Renewal History or Active Renewal section only displays within the EmployeeCredential Details section as you view details for a credential. The Active Renewal sectiondisplays for credentials during the initial verification or renewal process, while the RenewalHistory section only displays once the verification or renewal process is complete.

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ActiveRenewalTasks

Section that includes the following fields which provide details for the renewal tasks associatedwith the credential:

Field Definition

Task Displays the name of the renewal task.

Status Displays the status associated with the renewal task. Options are:

Open - Indicates that the task is open and currently assigned for thetask assignee to mark as complete.

Completed - Indicates that the task assignee has marked the task ascomplete and is awaiting review by the task reviewer.

Closed - Indicates that the task assignee has marked the task ascomplete and the task reviewer has reviewed and accepted the task.

Canceled - Indicates that the task was canceled and the task is nolonger active within the task completion process.

Unassigned - Indicates that the task is currently awaitingassignment. In most cases, task records for which this statusdisplays are associated with an automated task profile that systemadministrators configure to assign tasks based on a future date orevent, such as credential expiration.

Rejected - Indicates that the background check order associated witha credential renewal task for the credential has received a failinggrade. When the screening status of the background check order fora Background Check type credential renewal task progresses toreceive a final Fail grade, the status for the corresponding credentialdisplays as Rejected. Under these circumstances, you must eitherterminate the credential for the employee or attempt to reverify thecredential in order to remove the Rejected status.

AssignedTo

Displays the name of the task assignee, or the employee responsible forcompleting the renewal task.

Review By Displays the name of the task reviewer, or the employee or managerresponsible for reviewing and then rejecting or accepting the renewal task.

Assigned Displays the date by which the renewal task was assigned to the taskassignee.

Due Displays the due date for the renewal task.

Completed Displays the date by which the task assignee marked the renewal task ascomplete.

Reviewed Displays the date by which the task reviewer reviewed and then accepted orrejected the renewal task.

CredentialChangeHistory

Section that displays the following fields you can use to review the renewal and revision historyfor the corresponding credential.

Field Definition

ChangeDate

Displays the date and time that the renewal or revision record was created.

Status Displays the credential status associated with the renewal or revision recordfor the credential.

State Displays the state associated with renewal or revision record for thecredential.

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License No. Displays the license number associated with the renewal or revision recordfor the credential.

Board Type Displays the medical board type associated with the renewal or revisionrecord for the credential.

Start Displays the start date associated with the renewal or revision record for thecredential.

Expiration Displays the expiration date associated with the renewal or revision recordfor the credential.

The Pangea system is designed to only add new records to the renewal and revision historysection for changes related to the Status, Start Date, Expiration Date, State Code, Board Type,or License Number fields associated with the corresponding credential. The renewal andrevision history section does not include records where you modify the custom attributes fieldsvia the Edit Employee Credentials section.

EditEmployeeCredential

Section that displays the following fields you can use to view information for the employeecredential:

Field Definition


Status Displays one of the following as the current credential status of thecredential:

Unverified - Indicates that the credential has been assigned to theemployee but has not yet been initially verified by the employee.You can click the Renew hyperlink to initially assign credentialrenewal tasks to the employee or manager in order to verify thecredential as an active credential.

Active - Indicates that the credential is active, has been initiallyverified by the employee, and either does not include an expirationdate or includes an expiration date that occurs in the future.

Expired - Indicates that the credential is being actively monitoredbut that the date for completing renewal tasks has exceeded thecredential expiration date. If the credential expiration date hasbeen exceeded, the credential status displays as Expired untilcredential renewal tasks from the task template associated withthe credential are successfully closed.

Terminated - Indicates that the credential has been terminatedand is no longer associated with the employee. You cannot updatethe status of a terminated credential or click the Renew hyperlinkto manually assign credential renewal tasks for the credential.

Rejected - Indicates that the credential has been rejected due tofailing a background check. When background check orders forBackground Check type renewal tasks progress to receive a finalgrade of Fail, the corresponding task displays with a Closed taskstatus, any subsequent tasks from the credential task templatedisplay with a Canceled task status, and the credential statusdisplays as Rejected during the credential renewal process. Youmust either click the Verify or Renew hyperlink to re-initiate thecredential verification process or manually terminate thecredentials for the employee if credentials display with a Rejectedstatus.

You cannot modify the currently selected status for the credential via theStatus field.

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State Code Drop-down field used to select the state code to associate with thecredential. If the automated task profiles for the renewal task templateassociated with the credential are set to apply to specific states, you mustchoose the state for the credential from the State Code drop-down field.Contact your system administrator for assistance with configuringautomated task profiles.

LicenseNumber

Text field used to type the license or other identification number toassociate with the credential.

Board Type Drop-down field used to select the medical board type to associate withthe credential.

Start Date Text field used to type the date, in MM/DD/YYYY format, by which thecredential becomes valid for the employee's record. You can also click thecalendar icon to select the date you want.

The date you specify for the Start Date field is used to calculate the datefor the Expiration Date field if system administrators define a valid termrange for the credential. You must select a Start Date for the credential ifyou select the Active option when configuring credential detail settings.Contact your system administrator for assistance with configuring termranges for credentials.

Additionally, if you do not specify a start date for the credential when youinitially assign the qualification, during the credential renewal process, thePangea system is designed to automatically insert the date by which thecredential renewal process was successfully completed as the Start Datevalue.

ExpirationDate

Text field used to choose the date, in MM/DD/YYYY format, by which thecredential expires for the employee's record. If you do not indicate anexpiration date for the credential, you can effectively set the credential tonever expire. You can also click the Calendar icon to select the date youwant.

The Expiration Date field displays a default date based on the Start Dateyou select if system administrators define a valid term range for thecredential. Contact your system administrator for assistance withconfiguring term ranges for credentials.

CustomAttributes

Displays custom attribute fields that you can update for the credential.When you assign and update qualifications and credentials for employees,the Edit Employee Credential section of the Employee Qualifications andCredentials page may include additional custom attribute fields. Theadditional fields that display are based on the Employee CredentialCustom Attributes form. Contact your system administrator for assistancewith updating the Employee Credential Custom Attributes form.

TerminationReason

Drop-down field used to select from a list of predefined reason for whichyou want to terminate the credential. The available Termination Reasonoptions are based on the CredentialTerminationReason premade list.System administrators can modify the available options for the TerminationReason drop-down field by updating the CredentialTerminationReasonpremade list. Contact your system administrator for assistance withupdating the available options for the Termination Reason drop-down field.

Back toCredentialList

Button used to return to the initial Qualifications and Credentials page.

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Save Button used to save your changes to the employee credential details andreturn to the initial Employee Qualifications and Credentials page.

TerminateCredential

Button used to terminate the corresponding credential for the employee.

* -indicates a required field.

To Manually Assign Qualifications or Credentials

You can also opt to automatically assign credentials to employees by assigning a task to the employee thatsystem administrators configure to use a task form collection attachment and that includes a form that usesthe Employee Credentials form type. Refer to the Automated Assignment Method with a Regular Tasksample scenario for more information on this functionality.

The Employee Credentials form allows employees or task assignees to provide details for their credentials.Under these circumstances, once all tasks from the task template are successfully closed, the credentialsthat employees or task assignees provide information for via the Employee Credentials form areautomatically assigned. Contact your system administrator for assistance with this functionality.

1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink underthe Q/C column for the corresponding employee in the My Employees list. The EmployeeQualifications and Credentials page displays.

2. From the Employee Qualifications and Credentials page, do one of the following as necessary,depending on whether you want to assign qualifications or credentials to the employee:

If you want to assign a credential to the employee, click the Credential View hyperlink forthe Displaying field and then choose the credential you want to assign to the employeefrom the Assign Credential drop-down field.

If you want to a qualification to the employee, click the Qualification View hyperlink for theDisplaying field and then choose the credential you want to assign to the employee fromthe Assign Qualification drop-down field

3. Click Assign. A confirmation message displays to confirm whether you want to assign thequalification or credential.

4. Click OK.

To View Employee Credential Details


2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink forthe Displaying field.

3. Click the View hyperlink from the Details column of the corresponding employee credential forwhich you want to view details. The Employee Credential Details section displays.

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Employee Qualifications and Credentials - Employee Credential Details

4. From the Employee Credential Details section, review details for the credential as necessary.

To Edit Employee Credential Details

If the initial or renewal verification of the credential involves a background check order and the Renewalcolumn on the Employee Qualifications and Credentials page currently displays a value of In Progress, youshould not attempt to edit credential details until the background check process is complete.



3. Click the Edit column hyperlink for the corresponding employee credential you want to edit. TheEdit Employee Credential section displays.

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Employee Qualifications and Credentials - Edit Employee Credential

4. From the Edit Employee Credential section, modify the State, License Number, Board Type,Start Date, Expiration Date, or custom attribute fields as necessary.

5. Click Save.

To Manually Renew or Initially Verify Credentials



3. Do one of the following as necessary, depending on whether you want to initially verify orrenew the credential:

Click the Verify hyperlink from the Renewal column to initially assign credential renewaltasks to the employee or manager in order to verify the credential as an active credential.A message displays to confirm that you want to initiate the verification process.

Click the Renew hyperlink from the Renewal column to assign credential renewal tasks.A message displays to confirm that you want to initiate the renewal process.

4. Click OK.

To Manually Terminate Credentials

You cannot renew or update the credential status of terminated credentials. In order to reactivate apreviously terminated credential, you must reassign the credential to the employee. As a result, you shouldconfirm that the credential needs to be terminated before you continue with the following procedure.

Additionally, if the task assignee indicates that they want to terminate the credential when completing theopen task via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default.Under these circumstances, if you accept the completed task, the status of the corresponding credential isTerminated.

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3. Click the Edit column hyperlink for the corresponding employee credential you want toterminate. The Edit Employee Credential section displays.

4. Click Terminate Credential. The Edit Employee Credential section refreshes to display theTermination Reason drop-down field.

5. Select a reason for terminating the employee credential from the Termination Reason drop-down field.

6. Click Terminate Credential. A confirmation message displays to confirm whether you want toterminate the employee credential.

7. Click OK.

To Manually Unassign Qualifications

If you delete the qualification for an employee, it is important to note that you do not remove any currentlyassigned credentials that comprise the qualification from the employee's record. When you delete thequalification, you effectively unassign only the association between the qualification and the employee'srecord.


2. Click the Qualification View hyperlink for the Displaying field and then do one of the following asnecessary to locate the qualification you want to remove:

Click the Show Active checkbox to locate the actively assigned qualification you want tounassign.

Click the Show Inactive checkbox to locate the inactive qualification you want tounassign.

3. Click the Delete hyperlink for the qualification you want to remove. A message displays toconfirm whether you want to unassign the qualification from the employee's record.

4. Click OK.

COMPLETING TASKS

The Task Details pop-up allows employees to access a detail view of the task. Employees can use theTask Details pop-up to access a complete description of the task, links to related documents, the duedate, and any manager notes for the task. Once employees finalize the activity or action for the task,they can use the Task Details pop-up to mark the task as complete.

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Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As aresult, the file may not display correctly if you click the Document Link hyperlink to open the image.Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in MicrosoftExcel (.xls, .xlsx) format, the following message displays:

"The file you are trying to open, 'getDocument.aspx', is in a different format than specified by the file extension.Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to openthe file now?"

You can click Open to open the Microsoft Excel file if you receive this message.

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Home Dashboard - Task Details

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Home Dashboard – Task Details Fields

Field Definition

Task Name Displays the name of the open task.

TaskInformation

Section that includes the following fields you can use to review basic information for the opentask:

Field Definition

Regarding Displays the name of the target employee that the assigned task relates to.The Regarding field only displays if you are not the target employee for thetask.

Due Date Displays the due date for the task.

Description Displays a description of the task.

RequiredDocuments

Section that includes the following fields you can use to open, complete, or reviewdocuments and attachments for the open task:

Field Definition

Document Hyperlink used to access documents, form collections, or other attachmentsthat you must open, and in some cases complete, in order to click TaskCompleted to mark the task as complete.

If the related document consists of a PDF form, once you complete thenecessary form fields, you can scroll to the first or last page of the PDF andthen click the Save button to save the PDF document. If the attachmentconsists of an employee task form collection, the form collection openswithin a new browser window and you can work to complete the formcollection. Additionally, if you do not open and save PDF forms or employeetask form collections attached to Regular tasks, you receive an errormessage indicating that you did not save the document if you attempt toclick the Task Completed button.

CredentialRenewalInformation

Section that includes the following fields you can use to view credential details, update thecredential expiration date, and terminate the credential associated with the open credentialrenewal task:

Field Definition

Credential Displays the name of the credential for the open credential renewaltask.

CredentialStatus

Displays one of the following as the current credential status of thecredential for the open credential task:

Unverified - Indicates that the credential has been assigned tothe employee but has not yet been initially verified by theemployee.

Active - Indicates that the credential is active, has beeninitially verified by the employee, and either does not includean expiration date or includes an expiration date that occurs inthe future.

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Active Expired - Indicates that the credential is active and hasbeen initially verified by the employee, but also implies thatcredential renewal tasks from the task template associatedwith the credential are currently in progress, either as a resultof reaching the expiration date or as a result of the managerclicking the Renew hyperlink from the EmployeeQualifications and Credentials pop-up to manually assigncredential renewal tasks.

CredentialState

Displays the state associated with the credential.

LicenseNumber


NewExpirationDate

Text field used to type the new expiration date, in MM/DD/YYYYformat, for the credential. You can also click the Calendar icon toselect the date you want. If you do not indicate an expiration date forthe credential, you can effectively set the credential to never expireor to expire based on the standard term of validity that systemadministrators configure for the credential.

Additionally, system administrators can configure credentials toautomatically apply a new expiration date during the credentialrenewal process. Under these circumstances, the new expirationdate can be automatically set based on the term of validity andprevious expiration date for the credential. In this case, you shouldnot select a date from the New Expiration Date field unless you needto override the date that would be automatically applied based onthe term of validity and previous expiration date for the credential.Also, if you opt to manually override the expiration date, you mustselect a date that occurs after the current start date or previousexpiration date for the credential. Contact your system administratorif you need to confirm whether the credential is configured toautomatically calculate the new expiration date during the credentialrenewal process.

TerminateCredential

Checkbox used to indicate that you want to terminate the credential.You cannot renew or update the credential status of terminatedcredentials. In order to reactivate a previously terminated credential,you must contact your manager or a system administrator to assistwith reassigning the qualification to you. As a result, you shouldconfirm that the credential needs to be terminated before selectingthe Terminate Credential checkbox.

TerminationReason

Drop-down field used to select from a list of predefined reason forwhich you want to terminate the credential. The availableTermination Reason options are based on theCredentialTerminationReason premade list. System administratorscan modify the available options for the Termination Reason drop-down field by updating the CredentialTerminationReason premadelist. Contact your system administrator for assistance with updatingthe available options for the Termination Reason drop-down field.

Documentsfor review

Section that displays documents associated with the employee task form collection taskattachment. You can click the Review hyperlink to open and review the correspondingdocument.

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Notes fromReviewer

Displays notes that the manager includes after rejecting a task that you previously mark ascompleted.

Finalizing Section that includes the following fields you can use to sign task attachments:

Field Definition

EnterName*

Text field used to type the name associated with your employee profile as anelectronic signature for the completed task. The Enter First and Last Namefield only displays if the document attached to the task is a PDF form thatincludes an employee signature form field. Once you type your name in thisfield and click Task Completed, the system automatically applies the text thatyou type to the employee signature form field in the PDF.

Name Displays the name associated with your employee profile, which mustprecisely match the value you type as your electronic signature in the EnterName field.

SelectToday'sDate*

Text field used to type the current date, in MM/DD/YYYY format. You can alsoclick the Calendar icon to select the date. The Select Today's Date field onlydisplays if the document attached to the task includes an employee signaturedate form field. Once you type or select a date for this field and click TaskCompleted, the system automatically applies the date value to the employeesignature date form field in the PDF.

TaskCompleted

Button used to indicate that the task is complete. The Task Completed button displays asinactive for Background Check type tasks. With Background Check tasks, the task assignee isalways set to be the manager of the target employee by default, you cannot mark the task ascompleted, and the task reviewer does not review and accept or reject the task. Additionally,with Background Check type tasks, the task is automatically closed or canceled based on thefinal grade or screening status of the background check order. If the background check orderreceives a screening status of Fail, the final task status of the task is automatically set toCanceled. If the background check order receives a screening status of Pass, the final taskstatus of the task is automatically set to Closed. Contact your system administrator forassistance with Background Check type tasks.


To Complete Tasks

1. Do one of the following, depending on whether you want to complete assigned tasks from theHome dashboard or the Manager dashboard:

From the My Open Tasks section on the Tasks tab of the Home dashboard, click thehyperlink for the task. The Task Details pop-up displays.

From the Manage Tasks tab of the Manager dashboard, perform a search to locate tasks as

necessary, and then click the Complete Assigned Task icon for the task.

2. Review the task description and details on the Task Details pop-up. If the task involves renewingcredentials that make up a qualification, continue to the next step. If the task includes a Documenthyperlink, continue to Step 5. If the task does not involve renewing credentials, does not require asignature or include a document attachment, and involves actions you must perform outside of thePangea system, perform the necessary actions and then continue to Step 7.

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3. If the task is related to renewing credentials that make up a qualification, confirm that theCredential Name, Credential State, and License Number are accurate, and then type a newexpiration date for the credential in the New Expiration Date field. You can also click the Calendar

icon to select the date.

You cannot mark credential renewal tasks as complete if there are currently any pending or incompleteBackground Check type tasks assigned to you.

Additionally, system administrators can configure credentials to automatically apply a new expiration dateduring the credential renewal process. Under these circumstances, the new expiration date can beautomatically set based on the term of validity and previous expiration date for the credential. In this case, youshould not select a date from the New Expiration Date field unless you need to override the date that would beautomatically applied based on the term of validity and previous expiration date for the credential. Also, if youopt to manually override the expiration date, you must select a date that occurs after the current start date orprevious expiration date for the credential. Contact your system administrator if you need to confirm whetherthe credential is configured to automatically calculate the new expiration date during the credential renewalprocess.

4. If the task is related to renewing credentials that make up a qualification, and you want toterminate the credential, click the Terminate Credential checkbox and then select the predefinedreason for which you want to terminate the credential from the Termination Reason field asnecessary.

You cannot renew or update the credential status of terminated credentials. In order to reactivate a previouslyterminated credential, you must contact your manager or a system administrator to assist with reassigning thequalification to you. As a result, you should confirm that the credential needs to be terminated before selectingthe Terminate Credential checkbox.

5. Click the Document hyperlink to open the task attachment and then do one of the following:

If the task attachment consists of a PDF form, fill out and complete the form fields, scroll tothe first or last page of the form, and then click Save. The PDF form closes and the TaskDetails pop-up displays. If the document requires an electronic signature, continue to thenext step, otherwise continue to Step 7.

If the task attachment consists of an employee task form collection, fill out and completeeach form within the form collection as necessary and then click Finish. If there areprefillable PDF forms associated with the employee task form collection which require anelectronic signature, continue to the next step, otherwise continue to Step 7.

If the task attachment consists of a static document or file, review the document asnecessary and then continue to Step 7.

When working to complete PDF form or employee task form collection task attachments, you may not be ableto update or modify certain form fields. In most cases, the reason for this is that the form field has beenconfigured as a field that only managers or task reviewers can modify, not employees or task assignees.Contact your system administrator for assistance with PDF form fields that are only available for managers ortask reviewers to modify.

6. Type your first and last name in the Enter First and Last Name field and then type the current date

in the Select Today's Date field as necessary. You can also click the Calendar icon to selectthe date.

7. Click Task Completed.

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If you do not open and save PDF forms attached to Regular tasks, you receive an error message indicatingthat you did not save the document if you attempt to click Task Completed.

ACCEPTING OR REJECTING COMPLETED TASKS

The tasks that employees complete display in the Tasks for My Review section on the Tasks tab of theHome dashboard. Once employees mark tasks as complete, the tasks display in the Tasks for MyReview section and managers can use the Review Task Details pop-up to review and then accept orreject the completed task to finalize the task process. In the event that the tasks that employees mark ascomplete are incorrectly routed to you, you can also use the Review Task Details pop-up to reroute thetask to the appropriate reviewer as necessary.

Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As aresult, the file may not display correctly if you click the Document hyperlink to open the image. Additionally, ifyou have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays:

"The file you are trying to open, 'getDocument.aspx', is in a different format than specified by the fileextension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you wantto open the file now?"


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Review Task Details

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Review Task Details Fields

Field Definition

Task Name Displays the name of the completed task.

TaskInformation

Section that includes the following fields you can use to review basic information for the task:

Field Definition

Regarding Displays the name of the targeted employee that the completed taskrelates to.

Assigned To Displays the name of the employee or task assignee responsible formarking the task as complete.

Priority Displays the priority rating of the completed task.

CompletionDate

Displays the date by which the employee completed the task.

TaskDescription

Displays a description of the completed task.

RequiredDocuments

Section that includes the following fields you can use to open, complete, or reviewdocuments and other task attachments:

Field Definition

Document Hyperlink used to access documents, form collections, or other attachmentsthat you must open, and in some cases complete, in order to click RejectTask or Accept Task to reject or accept the completed task.

CredentialRenewalInformation

Section that includes the following fields you can use to view credential details, update thecredential expiration date, and terminate the credential associated with the completedcredential renewal task:

Field Definition

Credential Displays the name of the credential for tasks related to credentialrenewal.

CredentialStatus

Displays one of the following as the current credential status of thecredential for the task:

Unverified - Indicates that the credential has been assigned tothe employee but has not yet been initially verified by theemployee.

Active - Indicates that the credential is active, has been initiallyverified by the employee, and either does not include anexpiration date or includes an expiration date that occurs in thefuture.

Active Expired - Indicates that the credential is active and hasbeen initially verified by the employee, but also implies thatcredential renewal tasks from the task template associated withthe credential are currently in progress, either as a result ofreaching the expiration date or as a result of the managerclicking the Renew hyperlink from the Employee Qualificationsand Credentials page to manually assign credential renewaltasks.

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Terminated - Indicates that the employee or task assignee wantsto terminate the credential. Task assignees can indicate that theywant to terminate the credential when completing the open taskvia the Task Details pop-up. Under these circumstances, if youaccept the task, the status of the corresponding credential isTerminated. Credentials with a Terminated status are no longerassociated with the employee, and you cannot update the statusof a terminated credential or click the Renew hyperlink from theEmployee Qualifications and Credentials page to manuallyassign credential renewal tasks for the credential.

CredentialState

Displays the state associated with the credential.

LicenseNumber


NewExpirationDate

Text field used to type the new expiration date, in MM/DD/YYYY format,for the credential as necessary. You can also click the Calendar icon toselect the date you want. The default value for this field is the newexpiration date value that the employee indicates for the credential whenmarking the task as complete, however, you can modify the default valueas necessary before you accept or reject the task. If you do not indicatean expiration date for the credential, you can effectively set thecredential to never expire or to expire based on the standard term ofvalidity that system administrators configure for the credential.

Additionally, system administrators can configure credentials toautomatically apply a new expiration date during the credential renewalprocess. Under these circumstances, the new expiration date can beautomatically set based on the term of validity and previous expirationdate for the credential. In this case, you should not select a date from theNew Expiration Date field unless you need to override the date thatwould be automatically applied based on the term of validity andprevious expiration date for the credential. Also, if you opt to manuallyoverride the expiration date, you must select a date that occurs after thecurrent start date or previous expiration date for the credential. Contactyour system administrator if you need to confirm whether the credentialis configured to automatically calculate the new expiration date duringthe credential renewal process.

TerminateCredential

Checkbox used to indicate that you want to terminate the credential. Ifthe task assignee indicates that they want to terminate the credentialwhen completing the open task via the Task Details pop-up, theTerminate Credential checkbox displays as selected by default. Underthese circumstances, if you accept the completed task, the status of thecorresponding credential is Terminated.

TerminationReason

Drop-down field used to select from a list of predefined reason for whichyou want to terminate the credential. The available Termination Reasonoptions are based on the CredentialTerminationReason premade list.System administrators can modify the available options for theTermination Reason drop-down field by updating theCredentialTerminationReason premade list. Contact your systemadministrator for assistance with updating the available options for theTermination Reason drop-down field.

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Documentsfor review

Section that displays documents associated with the employee task form collection taskattachment. You can click the Review hyperlink to open and review the correspondingdocument.

Finalizing Section that includes the following fields you can use to sign task attachments, reroute tasks,or provide task notes:

Field Definition

EnterName*

Text field used to type the name associated with your employee profile asyour electronic signature for the completed task. The Enter First and LastName field only displays if the document attached to the task is a PDF formthat includes a manager signature form field. Once you type your name inthis field and click Accept Task, the system automatically applies the textthat you type to the manager signature form field in the PDF.

Contact your system administrator for assistance with configuring PDF formfields to automatically apply employee or manager signatures during thepost-hire task completion process.

Name Displays the name associated with your employee profile, which mustprecisely match the value you type as your electronic signature in the EnterName field.

SelectToday'sDate*

Text field used to type the current date, in MM/DD/YYYY format, by whichyou want to electronically sign the document associated with the task. Youcan also click the Calendar icon to select the date. The Select PDF SigningDate field only displays if the document attached to the task includes amanager signature date form field. Once you type or select a date for thisfield and click Accept Task, the system automatically applies the date valueto the manager signature date form field in the PDF.

Contact your system administrator for assistance with configuring PDF formfields to automatically apply employee or manager signature dates duringthe post-hire task completion process.

Route TaskTo

Drop-down field and text field used to select search criteria, perform asearch for, and then select the specific employee to which you want toreroute the task to as the task reviewer. Once you select a lookup typeoption from the initial drop-down field, type lookup criteria in the text field,and then click Get, the initial drop-down field displays with the names of theemployees that match your criteria and you can select the specificemployee you want as the task reviewer for the task. You can also clickReset to clear your criteria and perform a new search.

Route Task Button used to reroute the task to the task reviewer you select via the RouteTask To fields.

Notes toEmployee

Text field used to type review notes, available to the employee, to includewith the completed task.

My Notes(Private)

Text field used to type notes, available only to the manager for theemployee, to include with the completed task.

Reject Task Button used to reject the completed task.

Accept Task Button used to accept the completed task.

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To Review and Accept or Reject Completed Tasks

1. Do one of the following, depending on whether you want to review tasks from the Homedashboard or the Manager dashboard:

From the Tasks for My Review section on the Tasks tab of the Home dashboard, click thehyperlink for the task name. The Review Task Details pop-up displays.

From the Manage Tasks tab, perform a search and apply filters to locate the task you want

to review as necessary, and then click the Review / Accept Task icon. The Review TaskDetails pop-up displays.

2. Review the information for the task and then do one of the following as necessary:

If you are not the correct task reviewer for the task, continue to the next step to reroute thetask.

If you want to accept or reject the task and the task includes a task attachment, continue toStep 4.

If the task does not include a task attachment but is related to renewing credentials,continue to Step 6.

If the task is not associated with an employee task form collection or PDF form, or if the taskis not related to renewing credentials, continue to Step 8.

3. Select a lookup option from the initial Route Task To drop-down field, type criteria for theemployee in the Route Task To text field, click Get, select the specific employee to which youwant to reroute the task to as the task reviewer from the refreshed drop-down field, and then clickRoute Task as necessary. You have completed this procedure.

4. Click the Document hyperlink to open the task attachment and then do one of the following:

If the task attachment consists of a PDF form, fill out and complete form fields as necessary,scroll to the first or last page of the form, and then click Save. If the document requires anelectronic signature, continue to the next step, otherwise proceed to Step 6.

If the task attachment consists of an employee task form collection, review each form withinthe form collection and complete or update form fields as necessary, and then click Finish.If there are prefillable PDF forms associated with the employee task form collection whichrequire an electronic signature, continue to the next step, otherwise proceed to Step 6.

If the task attachment consists of a static document or file, review the document asnecessary and then continue to Step 6.

When working to review PDF form or employee task form collection task attachments, you may not be able toaccess or modify certain form fields. In most cases, the reason for this is that the form field has beenconfigured as a field that only employees or task assignees can modify, not managers or task reviewers.Contact your system administrator for assistance with PDF form fields that are only available for employees ortask assignees to modify.

5. Type your name in the Enter First and Last Name field as necessary and then type the currentdate, in MM/DD/YYYY format, in the Select PDF Signing Date field. You can also click the

Calendar icon to select the date. If the task is related to reviewing credentials for aqualification, continue to the next step, otherwise proceed to Step 8.

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6. If the task is related to renewing credentials that make up a qualification, confirm that theCredential Name, Credential State, and License Number are accurate and then type a newexpiration date for the credential in the New Expiration Date field as necessary. You can also click

the Calendar icon to select the date.

You cannot mark credential renewal tasks as complete if there are currently any pending or incompleteBackground Check type tasks assigned to you.

Additionally, system administrators can configure credentials to automatically apply a new expiration dateduring the credential renewal process. Under these circumstances, the new expiration date can beautomatically set based on the term of validity and previous expiration date for the credential. In this case, youshould not select a date from the New Expiration Date field unless you need to override the date that would beautomatically applied based on the term of validity and previous expiration date for the credential. Also, if youopt to manually override the expiration date, you must select a date that occurs after the current start date orprevious expiration date for the credential. Contact your system administrator if you need to confirm whetherthe credential is configured to automatically calculate the new expiration date during the credential renewalprocess.

7. If the task is related to renewing credentials that make up a qualification, and you want toterminate the credential, click the Terminate Credential checkbox and then select the predefinedreason for which you want to terminate the credential from the Termination Reason field asnecessary.

You cannot renew or update the credential status of terminated credentials. In order to reactivate a previouslyterminated credential, you must reassign the qualification to the employee. As a result, you should confirm thatthe credential needs to be terminated before you select the Terminate Credential checkbox.

Additionally, if the task assignee indicates that they want to terminate the credential when completing the opentask via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default. Underthese circumstances, if you accept the completed task, the status of the corresponding credential is Terminated.

8. Type any review notes related to the task that you want to make available to the employee in theNotes to Employee field.

9. Type any notes, available only to the manager for the employee, that you want to include for thecompleted task in the My Notes (Private) field.

10. Do one of the following, depending on whether you want to accept or reject the task:

Click Reject Task to mark the task as rejected. The task is reassigned to the employee.

Click Accept Task to mark the task as accepted. The task is approved and routedaccordingly.

If you reject a credential renewal task for which an employee faxes in a document to certify the credential, thefaxed in document is removed from the task and the task is reassigned to the employee when you click RejectTask.

REVIEWING EMPLOYEE TASKS

The View Task page allows a manager to access a detail view of tasks for their direct reports. The ViewTask page provides managers with details for tasks that are open, marked as complete, or closed. Fromthe View Task page, managers can view currently open tasks, verify tasks that employees mark ascomplete, view task attachments, add or update task notes, and determine whether tasks have beenconfirmed by managers, and review closed tasks.

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Manager Dashboard - View Task

Home Dashboard – View Tasks Fields

Field Definition

Task Group Drop-down field used to select the task template by which you want to filter the View Tasklist.

Task Name Drop-down field used to select the name of the task by which you want to filter the ViewTask list.

Task Status Drop-down field used to select the task status by which you want to filter the View Task list.Options for this field include:

Any - Select to filter the View Tasks list by all tasks.

Unassigned - Select to filter the View Task list by unassigned tasks, or tasks thatare awaiting assignment.

Open - Select to filter the View Task list by all open tasks.

Completed - Select to filter the View Task list by all completed tasks.

Closed - Select to filter the View Task list by completed and accepted tasks.

Canceled - Select to filter the View Task list by canceled tasks.

Search Button used to apply your filter criteria to the View Task list.

ViewConsolidatedNotes

Icon used to view and manage task notes for all individual tasks associated with the overalltask template.

Create AdHocTask

Icon used to create a new ad hoc task and then insert the task within the currently assignedtask template. You cannot insert new ad hoc tasks into assigned task templates for whichall tasks are canceled or closed. If all tasks for the task template currently display a taskstatus of Canceled or Closed, the Create AdHoc Task icon does not display.

Additionally, the Create AdHoc Task icon only displays if the Manager dashboardpermission is active for the user role associated with your user account. Contact yoursystem administrator for assistance with updating your user role permissions.

Task Template Displays the name of the task template, or task group, for the task record. The TaskTemplate field displays a value of "Ad-hoc" if the task consists of an ad hoc task and is notassociated with a task template.

Assigned Displays the date by which the ad hoc task or task template for the task records wasassigned.

Task Name Displays the name of the completed task.

Status Displays the status of the task.

Assigned Displays the date by which the task was assigned to the task assignee. If this field displaysa blank value, this indicates that the task is awaiting assignment.

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Due Displays the due date of the task.

Completed Displays the date by which the task assignee completed the task. If this field displays ablank value, this indicates that the task is awaiting completion.

Review By Displays the name of the task reviewer for the task. If this field displays a blank value, thisindicates that the task reviewer has not reviewed the task.

Fresh for Days Displays number of days, since the task was initially marked as complete by the taskassignee or last refreshed by a manager, by which the task will exceed the freshness daysrange.

Task freshness consists of a rating used to determine number of days for which time-sensitive completed tasks are eligible to be reviewed and then accepted or rejected by thetask reviewer during the task completion process. Once the task assignee marks the taskas complete, the number of task freshness days automatically displays as the Fresh forDays field value in the View Task list, and the value decreases with each day that the taskis not reviewed and then accepted or rejected by the task reviewer. If the task exceeds thenumber of freshness days due to inactivity, the task template is automatically reassigned tothe task assignee for completion to effectively restart the task completion workflow. Youcan also click the Refresh Task Freshness Days icon from the Manage Tasks tab tomanually refresh the task, reassign the task template, and avoid exceeding the freshnessdays rating.

Contact your system administrator for assistance with configuring the task freshness dayssetting for tasks.

View TaskNotes

Icon used to access the Task Notes page to view, add, or modify notes associated with theindividual task.

Cancel Task Icon used to cancel the corresponding incomplete task. The Cancel icon is not active if thecorresponding task is currently in a Closed status.

View Form Icon used to view the employee task form collection or PDF form associated with the task.

ViewDocuments

Icon used to view and manage documents associated with the corresponding task via theView Task Document page. The View Documents icon only displays as active if the currenttask status for the task is Closed.

You can use the View Task page to do the following:

Perform a Search to Locate Tasks

View Task Attachments

Cancel Open Tasks

To Perform a Search to Locate Tasks

1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink underthe Tasks column for the corresponding employee in the My Employees list. The View Taskpage displays.

2. Do one or more of the following as necessary to choose search criteria for the tasks you wantto locate:

Select the task template by which you want to filter tasks from the Task Group drop-downfield.

Select the task name by which you want to filter tasks from the Task Name drop-downfield.

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Select the current task status by which you want to filter tasks from the Task Status drop-down field.

3. Click Search. The Viewing Tasks pop-up refreshes to display tasks that match the statuscriteria you selected.

To View Task Attachments

1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under theTasks column for the corresponding employee in the My Employees list. The View Task pagedisplays.

2. Perform a search to locate the task with the task attachment you want to view as necessary.

3. Click the View Form icon for the corresponding task. If the attachment consists of an employeetask form collection, the Task Review page opens in a new browser window and displays asummary of the completed form collection. If the attachment consists of a PDF form, the PDFassociated with the task opens in a new browser window.

To Cancel Open Tasks

1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under theTasks column for the corresponding employee in the My Employees list. The View Task pagedisplays.

2. Perform a search to locate the open task you want to cancel as necessary.

3. Click the Cancel icon to cancel the corresponding open task.

HOME DASHBOARD - VIEWING AND UPLOADING DOCUMENTS

The My Documents section of the Documents tab allows employees to view documents from the onlineapplication, hiring, and post-hire task processes. Employees can also use the My Documents section ofthe Documents tab to upload and attach documents to their employee profile. Any documents thatemployees upload using the My Documents section are also available to the responsible manager forthe employee. Employees can obtain an electronic copy of documents or forms by clicking thecorresponding Name hyperlink from the My Documents section.

The file name of the documents that employees upload cannot include the following special characters: \/ : * ? " < > | (). Additionally, documents that employees upload and attach are limited to the following filetypes:

Adobe PDF (.pdf)

Microsoft Word (.doc, .docx), Excel (.xls, .xlsx), or PowerPoint (.ppt, .pptx)

Graphic Files (.jpg, .gif, .tif, .png)

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Documents Tab - My Documents

Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As aresult, if you select a file with this format to include as an additional document, the file may not displaycorrectly if you click the document hyperlink to open the image. Additionally, if you have an older version ofMicrosoft Excel installed and you attempt to open a file in Microsoft Excel (.xls, .xlsx) format, the followingmessage displays:

"The file you are trying to open, 'getDocument.aspx', is in a different format than specified by the fileextension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you wantto open the file now?"


Documents Tab - My Documents Fields

Field Definition

Attach NewDocument

Icon used to attach a new document using the Attach New Document pop-up.

Document Displays the document name. You can click the document hyperlink used to open thecorresponding document.

Created Displays the date that the document was last uploaded or updated.

Attach New Document Fields

Field Definition

Document* Displays the file path to the document after you click Browse and then locate and select thedocument you want to upload.

Browse Button used to locate and select the document you want to upload.

PreviewDocument*

Hyperlink used to open and preview the document you selected to upload. You must clickthe Preview Document hyperlink in order to activate the Confirm button.

Confirm Button used to confirm and upload the document.

Cancel Button used to cancel your changes and return to the Home dashboard.


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To Upload and Attach a Document

1. From the My Documents section of the Documents tab on the Home dashboard, click the

Attach New Document icon. The Attach New Document pop-up displays.

Home Dashboard - Attach New Document

2. Click the Browse button next to the Document field to locate and select the document you wantto upload.

3. Click the Preview Document hyperlink to preview the document. The Confirm button becomesactive.

4. Click Confirm. The My Documents section of the Documents tab refreshes to display thedocument.

MANAGER DASHBOARD - VIEWING AND UPLOADING EMPLOYEE DOCUMENTS AND FORMS

Managers can click the View hyperlink in the Documents column of the Manage Employees tab on theManager Dashboard to access the View Employee Documents page. The View Employee Documentspage allows you to view documents from the online application, hiring, and post-hire task completionprocesses. Managers can also use the View Employee Documents page to upload and attachdocuments to the overall employee profile or to closed employee tasks. Managers can obtain anelectronic copy of documents or forms by clicking the corresponding Document Name hyperlink on theView Employee Documents page.

If you click the View Documents icon from the View Task page to upload and attach the document to aclosed employee task, the title of the View Employee Documents page displays as View Task Documents,and the page only displays documents associated with the corresponding task instead of all documentsassociated with the employee profile for the employee.

The file name of the documents that managers upload cannot include the following special characters: \ /: * ? " < > | (). Additionally, documents that managers upload and attach are limited to the following filetypes:

Adobe PDF (.pdf)

Microsoft Word (.doc, .docx), Excel (.xls, .xlsx), or PowerPoint (.ppt, .pptx)

Graphic Files (.jpg, .gif, .tif, .png)

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View Employee Documents

Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As aresult, the file may not display correctly if you click the document hyperlink to open the image. Additionally, if youhave an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls,.xlsx) format, the following message displays:

"The file you are trying to open, 'getDocument.aspx', is in a different format than specified by the file extension.Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open thefile now?"


View Employee Documents Fields

Field Definition

UploadDocument

Hyperlink used to upload and attach the document to the overall employee profile for theemployee via the Upload Document page.

DocumentName

Displays the name of the document. You can click the document hyperlink used to open thecorresponding document.

Task Name Displays the name of the task associated with the document, if applicable. The Task Namecolumn displays a value of "Not Applicable" if the document is not related to a task, such as adocument that was uploaded by the applicant during the online application process.

Category Displays the document category for the document.

Source Displays the following icons used to indicate the source from which the corresponding attacheddocument was originally uploaded:

Icon Definition

ActionDocument

Indicates that the document was uploaded as a result of theapplicant completing a hiring action during the hiring process.

DashboardAttachment

Indicates that the document was uploaded by a system user viathe Home, Manager, or Applicant dashboards.

OA AttachmentIndicates that the document was uploaded by the applicantduring the online application process.

OA FormIndicates that the document consists of a PDF form that wasautomatically prefilled and uploaded during the onlineapplication process.

Task DocumentIndicates that the document was uploaded and completed bythe employee during the post-hire task process.

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Emp Visible Checkbox used to indicate whether you want the corresponding document to be visible to theemployee on the Personal Information tab of the Home dashboard.

AttachedDate

Displays the date by which the document was last uploaded, updated, or completed.

View Icon used to open and view the corresponding document.

Delete Icon used to delete the document. You can only delete documents that were originally uploadedby a system user via the Home, Manager, or Applicant dashboards.

Upload Document Fields

Field Definition

SelectDocumentCategory*

Drop-down field used to select the document category for the document you want to upload.You can also select the None option to indicate that the document does not relate to adocument category.

SelectEmployeeTask

Drop-down field used to select the closed employee task to associate with the document youwant to upload. The Select Employee Task drop-down field only includes tasks with acurrent task status of Closed. The Select Employee Task field displays with thecorresponding closed task selected by default if you click the View Documents icon from theView Task page to upload and attach the document to an employee task. You can alsoselect the Not Applicable option to indicate that the document does not relate to a task.

Additionally, the date that the task was assigned also displays in parenthesis next to the taskname for each task within the Select Employee Task drop-down field. You can use theassigned date value to distinguish between tasks in the event that the same task has beenassigned and completed more than once.

Emp Visible Checkbox used to indicate whether you want the corresponding document to be visible to theemployee on the Personal Information tab of the Home dashboard.

SelectDocument*

Displays the file path to the document you want to upload after you click browse to locateand select the document.

Browse* Button used to locate and select the document you want to upload.

Submit Button used to upload and attach the document to the overall employee profile or employeetask.

You can use the View Employee Documents page to do the following:

Upload and Attach Documents to Employee Profiles

Upload and Attach Documents to Closed Employee Tasks

To Upload and Attach a Document to the Employee Profile

1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink underthe Documents column for the corresponding employee from the My Employees list. The ViewEmployee Documents page displays.

2. Click the Upload Document hyperlink. The Upload Document page displays.

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Upload Document

3. Select the document category for the document you want to upload from the Select DocumentCategory drop-down field. You can also select the None option to indicate that the documentdoes not relate to a document category.

4. Select the employee task to associate with the document you want to upload from the SelectEmployee Task drop-down field. You can also select the Not Applicable option to indicate thatthe document does not relate to a task.

5. Select the Emp Visible checkbox to indicate whether you want the document to be visible to theemployee via the Documents tab of the Home dashboard.

6. Click Browse to locate and select the document you want to upload.

7. Click Submit. The View Employee Documents page refreshes to display the document.

To Upload and Attach Employee Task Documents

1. Manage Employees tab on the Manager dashboard, click the View hyperlink under the Taskscolumn for the corresponding employee from the My Employees list. The View Tasks pagedisplays.

2. Apply filters as necessary to locate the task to which you want to attach an employee task

document and then click the View Documents icon. The View Task Documents pagedisplays.

3. Click the Upload Document hyperlink. The Upload Document page displays.

4. Select the document category for the document you want to upload from the Select DocumentCategory drop-down field. You can also select the None option to indicate that the documentdoes not relate to a document category.

5. Select the employee task to associate with the document you want to upload from the SelectEmployee Task drop-down field. The Select Employee Task field displays with the

corresponding name of the task for which you clicked the View Documents icon in Step 2by default.

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You can select the Not Applicable option from the Select Employee Task drop-down field to indicate that thedocument does not relate to a task. However, under these circumstances, the document you upload andattach only displays on the View Employee Documents page and does not display on the View TaskDocuments page. As a result, you should follow the previous Upload and Attach a Document to theEmployee Profile procedure if you want to upload and attach a document that does not relate to anemployee task.

6. Select the Emp Visible checkbox to indicate whether you want the document to be visible to theemployee via the Personal Information tab of the Home dashboard.

7. Click Browse to locate and select the document you want to upload.

8. Click Submit. The View Task Documents page refreshes to display the document.

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3. CREDENTIAL MANAGEMENT SAMPLE SCENARIOS

In most cases, you can follow the general process steps from the Task Assignment and CompletionProcess Overview section for the qualification and credential renewal process. However, the specificqualification and credential renewal process may differ based on how your organization implementsconfigurable Credential Management features, whether your organization prefers to utilize the automaticor manual assignment method, whether your organization prefers to take an automated or manualapproach to the credential assignment or credential renewal process, and the type of tasks that yourorganization deems as necessary to fulfill the requirements for qualification or credential renewal. Referto the Understanding Credential Assignment, Verification, and Renewal topic for more information on thedifferent methods and approaches to credential management.

For example, one organization may configure renewal tasks to include a PDF form that employees mustcomplete and submit to obtain a security clearance credential which expires on a quarterly basis.However, another organization may take a very different approach to the renewal process by leveragingthe GIS Fax Manager service to allow task assignees to fax training course certificates which prove thatthe employees to which the credential is assigned remain certified towards a heavy machinery operationcredential as the employees complete the necessary training courses.

The following examples provide insight into some of the possible scenarios and approaches yourorganization can take for the qualification and credential renewal process:

Automated Assignment Method with a Regular Task

Automated Renewal Method with Regular and Upload Document Tasks

Manual Renewal Method with the GIS Fax Manager Service for an Upload Document Task

Manual Renewal Method with a Background Check Task

AUTOMATED ASSIGNMENT AND RENEWAL METHOD WITH A REGULAR TASK

Your organization may prefer to take an automated approach to the initial credential verification processand allow employees to provide details for their credentials. With this approach, system administratorsand managers do not need to manually assign the credential to the employee via the EmployeeQualifications and Credentials page. Instead, system administrators and managers can simply assign atask template to the employee that contains a Regular type task with a task form collection attachmentthat includes a form that uses the Employees Credentials form type.

The Employee Credentials form allows employees or task assignees to provide details for theircredentials. Once all tasks from the task template that includes the task form collection with theEmployee Credentials form are successfully closed, the credentials that employees or task assigneesprovide information for via the Employee Credentials form are automatically assigned.

In order to use this approach, your organization should ensure that employee task form collections, tasktemplates, automated tasks, and credential renewal reminders have been previously configured to beconsistent with this functionality. Refer to the Credential Management Configuration section of thisdocument for more information on the configurable functions and features of the Credential Managementsystem.

Under this scenario, the Pangea task assignment and completion process for credential and qualificationrenewal is as follows:

1. The manager initially assigns a task template with a Regular type task that includes the task formcollection with the Employee Credentials form to the employee, or task assignee.

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2. The employee or task assignee receives an automated e-mail which informs them that the taskhas been assigned and is awaiting completion. The employee logs in to the Pangea environmentand begins working to complete the task via the Home dashboard. The employee uses theEmployee Credentials form from the task form collection attached to the task to provide details forall of their credentials.

Each credential for which employees provide information must match the name of an existing credential within yourPangea environment in order to properly automatically assign the credential to the employee. If the employeeprovides information for a credential that is not available in your Pangea environment, the credential is notautomatically assigned once the all tasks from the task template are successfully closed.

3. The manager or task reviewer receives an automated e-mail which indicates that the employeehas completed the Regular task and that the task is ready for review. The manager or taskreviewer reviews and then accepts the task from the Home or Manager dashboards.

4. The employee or managers completes any other tasks associated with the task template asnecessary.

5. The manager reviews the automatically assigned credentials for the employee via the EmployeeQualifications and Credentials page from the Manager dashboard and then assigns relatedqualifications for the credentials to the employee.

The key differences between this scenario and the standard Pangea Task Assignment and CompletionProcess overview are:

System administrators and managers did not need to manually assign the credentials, updatecredential details for the employee, or manually initiate the initial verification process for thecredentials.

AUTOMATED RENEWAL METHOD WITH REGULAR AND UPLOAD DOCUMENT TASKS

Your organization may prefer to take an automated approach to the qualification and credential renewalprocess, and may also require the employee to upload a particular document to complete a task whilethe employee's manager works to complete a PDF on behalf of the employee. In order to use thisapproach, your organization should ensure that task templates, automated tasks, and credential renewalreminders have been previously configured to be consistent with this functionality. Refer to theCredential Management Configuration section of this document for more information on the configurablefunctions and features of the Credential Management system.


1. Both the manager and employee receive credential renewal reminder messages which indicatethat the employee's credentials for a qualification are about to expire as the expiration dateapproaches.

2. The employee, or task assignee, is automatically assigned the Upload Document type task fivedays before one of the credentials expire, and the manager is automatically assigned the Regulartype task with a PDF form attachment three days before the credential expires. In both cases, themanager and employee receive an automated e-mail message that includes details for theexpiring credential once their corresponding task is assigned.

3. The employee uploads the required document and marks the assigned Upload Document task ascomplete from the Home dashboard. The manager fills out the required PDF form attached to theassigned Regular task on behalf of the employee and then marks the task as complete from theHome dashboard.

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4. The manager receives an automated e-mail which indicates that the employee has completed theUpload Document task and that the task is ready for review. The manager reviews and acceptsthe task from the Home or Manager dashboards.

5. The Human Resources coordinator receives an automated e-mail which indicates that themanager has completed the Regular task and that the task is ready for review. The HumanResources coordinator reviews and accepts the task from the Home or Manager dashboards,which effectively reactivates the qualification or credential for the employee.


Automated tasks had been configured to assign the employee and manager tasks based on aspecific number of days before the expiration date for the credentials.

The manager's credential renewal task had been configured to use a Regular type task where themanager needed to complete a PDF form related to, or on behalf of, the employee and a HumanResources coordinator was the reviewer for the task once the manager marked it as complete. Asa result, while the employee could view the attached PDF once the manager completed the taskand the Human Resources coordinator reviewed and accepted the task, the employee had novisibility or access to the actual task until completion because it was both assigned to andcompleted by the manager.

MANUAL RENEWAL METHOD WITH THE GIS FAX MANAGER SERVICE FOR AN UPLOAD DOCUMENT TASK

Your organization may prefer to take a manual approach to the qualification and credential renewalprocess, and may also require employees to fax a particular document into the GIS Fax Manager systemto fulfill the requirements of a background check renewal task. Under this approach, the task reviewer isresponsible for validating that the information from the fax document is accurate. In order to use thisapproach, your organization should ensure that the GIS Fax Manager Service, task templates, credentialrenewal reminders, and automated tasks have been previously configured to be consistent with thisfunctionality. Refer to the Credential Management Configuration section of this document for moreinformation on the configurable functions and features of the Credential Management system.


1. The manager receives credential renewal reminder messages which indicate that the employee'scredential for a qualification is about to expire as the expiration date approaches.

2. The manager reviews qualifications and credentials for the employee from the Managerdashboard, confirms that the credential for the qualification is about to expire and that renewaltasks are not currently in process, and then manually clicks the Renew hyperlink on the EmployeeQualifications and Credentials pop-up to proactively assign the Upload Document type renewaltask to the employee.

In most cases, renewal tasks are automatically assigned to the employee based on the number of days before thecredential expiration trigger for the automated task profile. However, if renewal tasks are not currently assigned foran expiring credential, if an expiration date was not previously set for a credential, or if the manager needs toproactively initiate the renewal task assignment process prior to the automatic task assignment date configured forthe automated task profile, managers can manually assign credential renewal tasks.

3. The employee receives an automated e-mail which indicates that a task has been assigned. Theemployee reviews the Upload Document type renewal task from the Home dashboard, faxes therequired document into the GIS Fax Manager system using the fax number provided in the taskdescription, and then marks the tasks as complete.

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4. The GIS Fax Manager service parses the facsimile, generates an electronic document based onthe facsimile, and then attaches the document to the renewal task.

5. The manager, or task reviewer, reviews the faxed document attached to the Upload Documenttype renewal task from the Home or Manager dashboards and then marks the renewal task ascomplete.


Credential renewal reminders had been configured to only notify the manager, not the employee,as the expiration date for the credential approached. As a result, the manager was aware that thequalification was about to expire.

The manager reviewed the credential from the Manager dashboard and manually assignedcredential renewal tasks in advance of the expiration date for the credential.

The employee was able to utilize the GIS Fax Manager service to create a document as anattachment to the task. As a result, the employee did not have to manually scan the printed hardcopy of the document, save the document to file, and then upload the document using a separateUpload Document type task.

MANUAL RENEWAL METHOD WITH A BACKGROUND CHECK TASK

Your organization may prefer to take a manual approach to the qualification and credential renewalprocess, and may also want to order a background check via an employee background check packagethat includes the Professional Credentials Information product in the GIS eQuest+ system to verify thecredential settings for the employee. In this case, the credential status for the corresponding credentialshould be Active, and the manager should make sure that all of the detail information for the credentialcurrently displays in the Assign Qualifications section of the Employee Qualifications and Credentialspop-up. In order to use this approach, your organization should ensure that the employee backgroundcheck packages, integrator accounts, tasks, task templates, credential renewal reminders, andautomated tasks have been previously configured to be consistent with this functionality. Refer to theCredential Management Configuration section of this document for more information on the configurablefunctions and features of the Credential Management system.


1. The manager confirms that all credential settings have been properly selected for the credentialvia the Assign Qualifications section of the Employee Qualifications and Credentials pop-up.

2. The manager and employee receive credential renewal reminder messages which indicate that theemployee's credential for the qualification is about to expire as the expiration date approaches.

3. The manager reviews qualifications and credentials for the employee from the Managerdashboard, confirms that the credential for the qualification is about to expire and that renewaltasks are not currently in process, and then manually clicks the Renew hyperlink on the EmployeeQualifications and Credentials pop-up to proactively assign the Background Check type renewaltask.

In most cases, renewal tasks are automatically assigned to the employee based on the number of days before thecredential expiration trigger for the automated task profile. However, if renewal tasks are not currently assigned foran expiring credential, if an expiration date was not previously set for a credential, or if the manager needs toproactively initiate the renewal task assignment process prior to the automatic task assignment date configured forthe automated task profile, managers can manually assign credential renewal tasks.

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4. The Pangea system automatically initiates a background check order for the employeebackground check package associated with the Background Check type renewal task.

5. The GIS eQuest+ Background Check representative reviews the information associated with thecredential and begins working to fulfill the background check order.

6. The manager receives screening status notifications via e-mail as the screening status is updatedfor the background check order. Managers can also review details for the background check orderby clicking the Background column hyperlink from the Manage Employees tab of the Managerdashboard to access the Background Report page for the corresponding employee.

7. Based on the final screening status, or grade, that the GIS eQuest+ Background Checkrepresentative applies to the background check order when verifying the credential information,one of the following occurs:

If the GIS eQuest+ Background Check representative chooses a final grade of Pass forthe order, the Background column on the Manage Employees tab displays a value ofPass, the task status for the Background Check type renewal task progresses to Closed,and the credential is renewed for the employee.

If the GIS eQuest+ Background Check representative chooses a final grade of Fail for theorder, the Background column on the Manage Employees tab displays a value of Pass,the task status of the Background Check type renewal task and any other renewal tasksthat are in process for the credential progresses to Canceled, and the Status for thecredential displays as Rejected on the Employee Qualifications and Credentials pop-upfrom the Manager dashboard. Under these circumstances, the only way to reinstate thecredential for the applicant is to click the Renew hyperlink of the Employee Qualificationsand Credentials pop-up from the Manager dashboard. You can also opt to terminate thecredential and remove the qualification from the employee’s record based on thebackground check results as necessary.


Credential renewal reminders had been configured to only notify the manager, not the employee,as the expiration date for the credential approached. As a result, the manager was aware that thequalification was about to expire.

The manager reviewed the credential from the Manager dashboard and manually assignedcredential renewal tasks in advance of the expiration date for the credential.

Since the renewal task for the credential was related to a Background Check type task, the taskassignee could only consist of the manager, and the manager was not responsible for completingor reviewing and accepting the task from the Home or Manager dashboards. Unlike other tasktypes in Pangea, with Background Check type tasks, the task status is automatically updatedbased on the final screening status of the background check order and does not require taskcompletion or acceptance by the target employee, task assignee, or task reviewer. Additionally,once the background check order progresses to receive a final screening state, or grade, both themanager and employee can review a summary of the task from the Home and Managerdashboards.

Pangea CredentialScan Users Guide

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4. CREDENTIAL MANAGEMENT CONFIGURATION

You can configure a variety of features for the Credential Management system to meet the needs of yourorganization related to storing, tracking, and renewing qualifications and credentials. While the majorityof the configuration for the Credential Management system is configured during the implementationphase for your environment by the Pangea Implementations team and the system administrators for yourorganization, managers should have a basic understanding of the following Credential Managementfeatures:

GIS Fax Manager Configuration

Employee Task Form Collection Configuration

Employee Background Check Package Configuration

Task Management

Task Template Management

Credential Management

Qualification Management

Qualification Assignment

Credential Renewal Reminders

Related Metadata Entry Management

The following sections provide a summary of the available Credential Management features listedabove.

GIS FAX MANAGER CONFIGURATION

The GIS Fax Manager service provides employees and applicants with the ability to upload documentsby sending the document facsimile, which provides an alternative, and in some cases more convenient,means of transferring electronic documents. For example, if you assign an Upload Document type taskto obtain the latest version of a training certificate from a new employee and the employee only has aprinted hard copy of the certificate, the employee can fax their certificate into the GIS Fax Managersystem to mark the task as complete. When the employee faxes a document into the GIS Fax Manager,the system is designed to parse the facsimile, generate an electronic document based on the facsimile,and then store the document. Once the faxed document is attached to the task, the manager for theemployee can review the document in Pangea and accept the task, and then the document becomesassociated with the employee's record.

Contact your system administrator for more information on the GIS Fax Manager service.

CREDENTIAL MANAGEMENT

The Manage Credentials function allows you to manage credentials that comprise qualifications foremployees. You can use the Manage Credentials pop-up to create entries for each credential along witha standard term in days. Once you create these credentials, you can associate the credentials with anew qualification and then assign tasks, task templates, and automated task profiles to the credentials toensure that new employees provide ongoing proof of certification to their manager.

Contact your system administrator for assistance with creating, modifying, or deleting credentials.


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TASK MANAGEMENT

The Manage Task function allows you to create, modify, and delete standard tasks that you can use todesignate assignments or actions to existing employees once the hiring process is complete. Tasksprovide you with the means of assigning an employee a specific assignment or action in order to renewtheir qualifications and credentials. Standard tasks differ from ad hoc tasks in that once you create astandard task, you can reuse and reassign the task to employees for similar or recurring situations. Youcan also group multiple related tasks under a common process as a template, such as license renewal,for reuse to save you valuable time in assigning tasks to employees.

Contact your system administrator for assistance with creating, modifying, or deleting tasks.

TASK TEMPLATE MANAGEMENT

The Manage Task Templates function allows you to create, modify, and delete task templates. Tasktemplates provide you with a way to group related standard tasks together under a common process,such as certificate and license renewal tasks for a credential, for reuse to save you valuable time inassigning tasks to employees.

Contact your system administrator for assistance with creating, modifying, or deleting task templates.

QUALIFICATION MANAGEMENT

The Manage Qualifications function allows you to create and manage qualifications for employees. Eachqualification is made up of one or more credentials, where a credential can consist of a document or fileuploaded by employees that provides proof of eligibility towards their overall qualification.

Contact your system administrator for assistance with creating, modifying, or deleting qualifications.

QUALIFICATION ASSIGNMENT

The Assign Qualifications function allows you to assign or remove qualifications for individualemployees. The Assign Qualification function also allows you to indicate a start and expiration date,state code, and license number to associate with each credential that makes up the overall qualificationsthat you assign to employees. While the Assign Qualifications function from the Administrationdashboard is only accessible to system administrators in Pangea, managers or system users withpermissions to the Manager dashboard can also use the Assign Qualifications section of the EmployeeQualifications and Credentials pop-up to similarly assign qualifications, remove qualifications, andchoose credential settings for employees as necessary.

Contact your system administrator for assistance with assigning qualifications to employees.

CREDENTIAL RENEWAL REMINDER SETUP

The Setup Qualification Renewal Reminders function allows you to create, modify, or delete renewalreminder notifications. The Credential Management system is designed to automatically send therenewal reminders that you configure to employees via e-mail if their qualifications or credentials areapproaching the expiration date. You can set up renewal reminders to be sent to the managerassociated with employees, directly to employees, or to a specific list of e-mail addresses as theexpiration date for credentials approaches, and you can define when to start and stop sending arecurring renewal reminder message based on the expiration date.

Contact your system administrator for assistance with configuring qualification renewal reminders.


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RELATED METADATA ENTRY MANAGEMENT

The Manage Metadata function allows you to update or modify several settings, optional flags, text, andindicators throughout the Pangea system that are determined by the Metadata table in the Pangeasystem database. The settings that you update or modify apply to several areas of the system, such asuser interface controls, cascading style sheet formatting, error messages, automated system e-mails,and page text.

Some Metadata entries relate to functionally dependant system settings. As a result, you should use caution,properly analyze, and carefully communicate any potential changes or risks involved with Metadata settings beforeyou modify entry values.

The following table provides a summary of the configurable Metadata settings related to the CredentialManagement system:

Name Category Definition

AutomatedTaskTriggerTime BGCSettings

Displays the recurring daily time, in extended standardtime (HH:MM:SS) format, by which the system conducts asearch to determine whether to assign automated tasks.

BackgroundCheckFailEmailBody EmailSettingsand Text

Displays the text you configure for the body of the e-mailnotification that is automatically sent to an employee if abackground check fails. You can use the qualification detailtoken as “{{qualificationdetail}}” to include qualificationinformation if the background check is associated with aqualification or credential.

BackgroundCheckFailEmailSubject EmailSettingsand Text

Displays the text you configure for the subject line of the e-mail notification that is automatically sent to an employee ifa background check fails.

TaskAssignedEmailBody EmailSettingsand Text

Displays the text you configure for the body of the e-mailnotification that is automatically sent to an employee oncea task is assigned to the employee. You can use the taskdetail token as “{{taskdetail}}” to include task details in themessage body.

TaskAssignedEmailSubject EmailSettingsand Text

Displays the text you configure as the subject line of the e-mail notification that is automatically sent to an employeeonce a task is assigned to the employee.

TaskCompletedEmailBody EmailSettingsand Text

Displays the text you configure for the body of the e-mailnotification that is automatically sent to the manager oncean employee marks a task as complete. You can use thetask detail token as “{{taskdetail}}” to include task details inthe message body.

TaskCompletedEmailSubject EmailSettingsand Text

Displays the text you configure as the subject line of the e-mail notification that is automatically sent to the manageronce an employee marks a task as complete.

TaskRejectedEmailBody EmailSettingsand Text

Displays the text you configure for the body of the e-mailnotification that is automatically sent to an employee oncea manager rejects a completed task. You can use the taskdetail token as “{{taskdetail}}” to include task details in themessage body.

TaskRejectedEmailSubject EmailSettingsand Text

Displays the text you configure as the subject line of the e-mail notification that is automatically sent to an employeeonce a manager rejects a completed task.


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Contact your system administrator for assistance with updating or modifying settings for Metadataentries.