Video - Assigning and suspending job roles




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077428


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Video - How to search for people to fulfil a job role




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000034495


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What job roles will a cardholder require to access a site?


The requirements to enter a site will depend on the Network a cardholder is accessing, and the requirements of the Contractor in Charge if applicable. It is advised that Employers and/or cardholders check with the individual Network and/or Contractor in Charge to determine the required job roles and/or competencies required for site entry. 


You can find the contact details of all Network Operators on the RIW website here, and a list of Contractors In Charge and their Project sites here.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029863


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How does a company add a new job role to a cardholders profile?


This article details how a company can add a job role to an RIW cardholders profile.


Note: To add a job role to multiple people simultaneously, please refer to the RIW Knowledge Centre article How can a company add job roles to multiple people?



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin - No Payment

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials.


Step 2: Search for My People

Click on the People tab or the Search For My People shortcut on the main dashboard.


Step 3: Enter search details

Enter cardholder details into the search field or leave blank and click on search to bring up the workforce.  Select the cardholder you wish to allocate a role to by highlighting their name and clicking on the Edit button.



Step 4: Add job role

Once the cardholder profile appears, click on the Job Roles tab on the left hand side menu, and then click the add button to add a new job role. 



Step 5: Assign job role

On the Assign Job Role pop-up, begin typing in the job role field and a drop down list of available job roles will appear. You must also enter a start date. 


NOTE: Employer job roles can only be created an assigned by Premium Functionality Employers.




Step 6: View missing or invalid competencies

Once a job role has been selected, it will list the competencies associated with the job role.  If the cardholder is missing any of the required competencies, a pop-up box will ask whether you wish to cancel the job role pending attainment of the required competencies. Or you may choose to allocate the job role anyway, enabling the cardholder to work towards fulfilling the job role. Using the example below, the National - Around the track personnel was selected and it shows the missing competencies in the right hand side of the red box.


Competencies in red are missing competencies, and competencies in amber are invalid, i.e.. expired or not verified.



To add a missing competency, just double click on the entry to be taken to the Add Competencies screen.  Please refer to the article How does a company add a new competency to a cardholders profile? for more information.


VIDEO: Assigning / Suspending Job Roles


 


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029639


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How can a company add job roles to multiple people?


This article details how a company can add job roles to more than one cardholder simultaneously.  This function is also known as a bulk award.


Note: Job roles can only be awarded to a cardholder where the cardholder has a primary, secondary or approved associated relationship with the company.  It cannot be used for cardholders who are associated via a swipe relationship.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Add Job Roles to Multiple People shortcut

From the Main Dashboard, click on the Job Roles menu and then Add Job Role to Multiple People shortcut.



Step 3: Search for cardholders

Complete the search criteria fields to find the cardholders individually, or click on Search (with no fields entered) and the entire workforce will be surfaced.  




Using more search criteria will narrow down the search and return fewer, more relevant results.


Step 4: Choose cardholders

From the search results, highlight a cardholder and click the Add button.  The cardholder's details will then appear in the Selected People box.



Repeat this step until all the cardholders that are to be awarded the job role appear in the Selected People box.


Step 5: Job Role 

Select the job role type tab for the job role to be added, either Job Roles or Employer Job Roles.


Step 6: Select job role and start date

Start to type the name of the job role in the Job Role field to provide a list of available options to choose from. Select the required job role, and then a Start Date to apply this to the selected people.



When the job role information has been completed, click on the Add button.



Step 7: Confirmation

A confirmation Result screen will display, advising the job role has been successfully assigned to the cardholders. Click Ok to confirm.


The job role has now been applied to the cardholders.


Note: Please remember that while a job role can be added to a cardholder profile, a cardholder must also hold the current competencies that fulfil the requirements of the job role.  To check whether a cardholder meets the requirements of the job role, please refer to the RIW Knowledge Centre article How does a company check if a cardholder is missing competencies to fulfil a job role



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000167425


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How does a company search for a cardholder suitable for a job role?



This article describes how you can search for a cardholder that has a relationship with your organisation that will be suitable for a specific job role.  This allows RIW System Users to interrogate the competencies and experience that is already within their organisation.



This instruction applies to the following RIW System User Roles:

  • Employer Admin 
  • Employer Admin - No Payment
  • Employer Admin - Read Only 

Step 1: Login into the RIW System

Go to https://app.riw.net.au and login using your credentials.


Step 2: Search for People Suitable for a Job Role 

Click on the People tab and then the Search for People Suitable For a Job Role shortcut.




Step 3: Set search criteria

On the Search for People Suitable for Job Role screen, use the search criteria to search for cardholders in the RIW System who have competencies matching or close to those required for a particular job role.  Start typing the name of the required job role in the Job Role field and this will present a drop down list of configured job roles.


You can then define the Min Competency Gap Size (minimum) and Max Competency Gap Size (maximum). If either of these are set to 0 (zero), then only perfect job role matches will be returned.  For example, you could set the minimum competency gap as 0, and the maximum competency gap as 2.  The results would then return all cardholders who hold an exact match, and then cardholders who have up to one or two competency gaps missing to fulfill the job role.


You can also specify those who Currently Holds Role, or those that MUST hold a particular Competency (start typing in the competency box to surface a list of competencies). 


The last search toggle is cardholder Relationship; Primary, Secondary or Associated.


Once all search fields have been filled, click on the Search button.



Step 4: Interrogate search results

The search results will then be displayed, which can be adjusted as required by toggling the fields and clicking Search again. In the below example, a number of cardholders were surfaced identifying competency gap matches of 1, and the competencies that will be required to fulfill the job role.  



The table displays cardholder details, the competency gap size, if they currently hold the role, valid competencies, missing or invalid competencies, and primary/secondary/associated company name.  RIW System Users can drag and drop the columns to reorder them as required.


Step 5: Export Results


Note: searches across large number of cardholders, or against job roles with a large number of competency groups, may need to be performed in the background using the Export option.


If the results need to be exported for further interrogation, click on the Export button.  The report will run in the background and be emailed to the logged in RIW System User.




VIDEO: How to search for people to fulfill a job role




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030063



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How does a company check if a cardholder is missing competencies to fulfil a job role

This article details how a company can check whether a cardholder is missing the required competencies to fulfil a job role.


This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Project Admin
  • Site Admin

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials.


Step 2: Search for My People

Click on the People tab or the Search For My People shortcut on the main dashboard.


Step 3: Enter search details

Enter cardholder details into the search field or leave blank and click on search to bring up the workforce.  Select the cardholder you wish to allocate a role to by highlighting their name and clicking on the Edit button.



Step 4: View job roles

Once the cardholder profile appears, click on the Job Roles tab on the left hand side menu.



Step 5: View missing or invalid competencies

Once a job role has been selected, it will list the competencies associated with the job role.  


Items in red show competencies which are entirely missing.  Items in amber are invalid competencies, which means either the competency has expired or it has been rejected during verification.


Using the example below, the National - Around the track personnel was selected and it shows the invalid competencies in the right hand side of the red box.



To add a missing competency, just double click on the entry to be taken to the Add Competencies screen.  


Please refer to the RIW Knowledge Centre article How does a company add a new competency to a cardholders profile? for more information.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000167442




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How does a company apply a leave date to a job role?


A leave date can be applied to a job role when the role is no longer required to be undertaken by a cardholder.  Leave dates can be applied to primary, secondary and associated cardholders.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Search for My People 

Click on the Search for My People shortcut available on the Main Dashboard, or from the People tab.




Step 3: Search for My People

Search filters are available to refine the list of cardholders displayed. All cardholders are displayed by default when clicking the Search button without any filtering.


Depending on your RIW User Role permission, you may be able to filter by first name, surname, RIW number, Company, Relationship, Project or Site.


Use the page options underneath the list to view more or less records per page and to navigate to the required page. Columns can be sorted by clicking on the column title.




Please be careful with using common data that may generate a large number of results.


Step 4: Select cardholder to view and edit

Highlight the required cardholder record from the list and click on the Edit button to view the cardholders information.




The cardholders core information will then be displayed.



Step 5: Job Roles tab

Select the Job Roles tab located on the left hand side of the screen.  Once the job roles are displayed, highlight the role and click on the Edit button.



Step 6: Edit Job Role

Complete the Edit Job Role dialogue box by entering the Leave Date. Click the Save button.




Step 7: Job Role confirmation if job role is current and valid

If the job role is current and valid (i.e. it is surfaced in the Show Current Roles Only search and has a tick in the valid column), then the leave date will be applied automatically.  


If the job role leave date is in the past, the applied leave date can be verified by clicking on the Show All radio button and clicking Search.   The job role will now show as not valid (i.e. it has a cross in the valid column).  


If a future leave date has been applied, then the job role will remain valid until the specified leave date.  An RIW System notification will also be sent to the cardholder and the relevant RIW System User that a leave date has been applied.


Step 8: Job Role confirmation if job role is current and not valid

If the job role is current and not valid (i.e. it is surfaced in the Show Current Roles Only search and has a cross in the valid column), then the Edit Job Role screen will appear when a leave date is applied.  To confirm that the job role should be edited (that is, apply the leave date), please click Confirm.


If the job role leave date is a date in the past, the applied leave date can be verified by clicking on the Show All radio button and clicking Search.   The job role will still show as not valid (i.e. it has a cross in the valid column).  


If a future leave date has been applied, then the job role will remain valid until the specified leave date.  An RIW System notification will also be sent to the cardholder and the relevant RIW System User that a leave date has been applied.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000163950




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How does a company submit or resubmit a job role for assessment?

This article details how a job role can be submitted, and resubmitted if rejected, for assessment by a qualified Assessor.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin - No Payment
  • Helpdesk

Step 1: Log into the RIW System

Go to https://app.riw.net.au and login using your credentials.


Step 2: Search for cardholder

Select the People tab, then click the Search for my People icon.



Step 3: Select cardholder

Select the cardholders profile by highlighting their name and selecting the Edit button.



Step 4: Go to job roles

Once in the cardholders profile, select the job roles tab and then Add to add a new job role to the cardholders profile. For more detailed steps please refer to the article How does a company add a new job role to a cardholders profile?.



Step 5: Add job role

Fill in the job role field by starting to type in the job role name, and then select an option from the drop down menu. Enter a start date and a leave date if applicable. Click Save.



Step 6: Ensure cardholder has the required competencies to fulfil the job role

Ensure the cardholder has the correct competencies to fulfil the job role. For detailed steps refer to the article How does a company add a new competency to a cardholders profile?.


Step 7: Submit job role for assessment

Highlight the job role to be assessed and click Submit for Assessment.



Step 8: Select Assessor

Select an Assessor by clicking on the white field. This will display the Select Assessors screen.



Step 9: Search for Assessor

To search for an assessor, enter the RIW number, first name or surname of the required Assessor in the relevant field(s), or leave all the fields blank and select Search.



Note: Only Assessors who have been assigned to assess the selected job role by the RIW Service Desk will be available for selection. 


Step 10: Choose Assessor

Highlight the chosen assessor and choose Select


Step 11: Send for Assessment

Click Save. An email will be sent to the Assessor alerting them of the pending assessment.



Step 12: Monitor job role assessments

From the home page, Employer Administrators will be able to monitor the status of pending job roles sent for assessment.



By clicking on Job Role Assessments monitor pending, approved and rejected job role assessments.



Step 13: Monitor rejected assessments

If a job role was rejected by an Assessor, view the rejection notes before resubmitting for assessment. To view the assessment notes, highlight the cardholder name and click View Assessment Notes.



After reviewing the assessment notes and correcting the rejection reason, a job role may be resubmitted for assessment in the same way as the original submission.  The same Assessor can be selected, or another one chosen during the search process.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030462


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How does a company cancel a job role assessment?

This article details how a company can cancel a job role submitted for assessment, where it is still pending assessment.  For example, the assessment may need to be cancelled where an Assessor is not available, so it can be sent to another Assessor. 



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Search for People

On the main dashboard, click on the Search for People  shortcut.



Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.



Step 4: Highlight cardholder

From the returned results, highlight the cardholder row and click on the Edit button.


Step 5: Job Roles tab

From the tabs on the left hand side menu on the cardholders profile, select Job Roles. 



Step 6: Highlight the Job Role

Highlight the job role name which is pending assessment.



Step 7: Cancel Assessment

Click on the Cancel Assessment button and then the OK button.  The job role assessment has now been cancelled


 


Step 8: Submit the job role for assessment

Once cancelled, the job role can be submitted for assessment again.  Please follow the directions in the RIW Knowledge Centre article How does a company submit a job role for assessment?




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000146711




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What is an employer job role?


The functionality of employer  job roles is only available to companies that are a Premium Functionality Employer. These employers have the ability to create, edit and manipulate employer job roles for their own company. For more information, please view the RIW Knowledge Centre article How does a Premium Functionality Employer add or edit an employer-based job role in the RIW System?


Other companies can only view employer job roles assigned to their cardholders by Premium Functionality Employers as a primary, secondary or associated employer.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000147158




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Job Roles and key expiry dates


This functionality will be available after 16 September 2021.



The validity of Job Roles can be dependent on RIW Cardholders having the appropriate competencies, medical or drug and alcohol assessment as components of the job role.


The expiry dates of competencies, medical or drug and alcohol assessments are crucial in the management of the validity of RIW Cardholder Job Roles, as the expiration can render a Job Role to be invalid.  If a Job Role is invalid, it can inhibit the worker being able to swipe on and access a site.


Administrators may need to view key expiry dates that pertain to an RIW Cardholder's Job Role to investigate why the cardholder is experiencing a concern swiping/accessing pr to organise retraining to ensure currency is maintained.  


Expiry dates for job roles can now be viewed in the Job Roles screen of an RIW Cardholder's profile and additionally be reported upon. 


NOTE: The next key expiry date can only be accessed for RIW cardholders who have an employment or association relationship with your company. You are not able to access the next key expiry date for cardholders who are connected to your company only via a swipe. 



This instruction applies to the following RIW System User Roles:

  • Helpdesk
  • Network Manager
  • Network Manager - Read Only
  • Employer Administrator
  • Employer Administrator - No Payment
  • Employer Administrator - Read Only
  • Advanced Project Administrator
  • Project Administrator
  • Site Administrator


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Search for My People

Click on the People tab or the Search For My People shortcut on the main dashboard.


Step 3: Enter search details

Enter cardholder details into the search field or leave blank and click on search to bring up the workforce. Select the cardholder by highlighting their name and clicking on the Edit button or by double clicking on the cardholder's row. 


Step 4: Job Roles tab

Select either the Job Roles tab or the Employer Job Roles tab.




Step 5: Job roles list and Next Key Expiry Date

The RIW Cardholder's Job Roles will appear, all the information/components of each job role will be displayed.  The Next Key Expiry date for the Job Role is displayed in the right hand column of the table.


NOTE: To view the Next Key Expiry Date column, you will need to scroll to the right to display the column or shrink the view on the browser.




Step 6: Select job role to view

To view further information regarding the Next Key Expiry Date, select the job role by highlighting the row and then click on the More info button.



Step 7: More info dialogue box

The More info dialogue box provides information on the specifics of a Job Role. This dialogue box will also provide information on any suspension of a job role and other details that relate to when the job role was awarded to the cardholder. 


Included in the dialogue box is the Next Key Expiry Date and its associated Next Key Expiry Item

This information will allow you to take any action required to maintain the job role validity for the RIW cardholder.




If the Next Key Expiry Date is in the past, and the job role is required by the cardholder, remedial action, such as a new medical assessment or updating a competency can be put in place, depending on the Next Key Expiry Item in question.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000218524




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