Suggested by Mark Christie – New
Objective:
To enhance the Characteristic and Resource Characteristic tables by adding functionality that handles certifications. This includes tracking the duration of certifications, automatically calculating the expiration date based on the duration, and providing a view that shows certificates expiring in the next 6 months. This ensures proper compliance and helps manage resource certifications efficiently.
Detailed Requirements:
1. Add Certification Duration to the Characteristic Table
- Characteristic Type Field:
- A field already exists (or will be enhanced) to classify Characteristic Type (e.g., Skill, Certification, etc.).
- New Duration Field (Duration of Certification):
- A new Duration field will be added to the Characteristic Table for characteristics where the Type is set to Certification. This will be a duration field (e.g., months or years), which indicates how long the certification remains valid.
- Example: For a Zamboni certification that is valid for 2 years, the Duration field will be set to 2 years.
2. Add Start and End Date Auto-Population to Resource Characteristic Table
- Start Date and End Date Fields:
- In the Resource Characteristic Table, when a characteristic of type Certification is selected, two additional fields will appear: Start Date and End Date.
- Automatic End Date Calculation:
- Once the Start Date is populated, the End Date will be automatically calculated based on the Duration defined in the Characteristic Table.
- For example:
- If a resource, such as a Zamboni driver for the Perth Panthers, receives their certification starting on January 1, 2024, and the certification duration is 2 years, the system will automatically set the End Date to January 1, 2026.
3. Create a View for Certificates Expiring in the Next 6 Months
- New Expiring Certifications View:
- A new view will be created in the system called Certificates Expiring in the Next 6 Months.
- This view will list all resource characteristics where the End Date is within the next 6 months from the current date. It will provide visibility to resource managers so they can track upcoming certification expirations and ensure timely renewals.
- Filtering and Alerts:
- The view can be filtered by characteristic type (e.g., Zamboni Certification, First Aid Certification) and by resource (e.g., Perth Panthers Zamboni drivers).
- This ensures that managers can stay on top of expiration deadlines and prevent any lapses in certification.
Workflow Overview:
1. Characteristic Table Setup:
- A new Duration field will be added to characteristics where the Type is set to Certification.
- Example:
- Characteristic: Zamboni Driver Certification
- Duration: 2 years (configured in the system)
2. Resource Characteristic Setup:
- When assigning a Certification characteristic to a resource (e.g., Perth Panthers Zamboni driver), two new fields, Start Date and End Date, will appear.
- After entering the Start Date, the End Date will be auto-populated based on the Duration field from the Characteristic Table.
- Example:
- Resource: Zamboni Driver for Perth Panthers
- Characteristic: Zamboni Driver Certification
- Start Date: January 1, 2024
- End Date: January 1, 2026 (auto-calculated based on the 2-year duration)
3. View for Expiring Certificates:
- A view will be created that shows all certifications expiring in the next 6 months.
- This view will include details like the Resource Name, Certification Type, Start Date, and End Date.
- Example:
- View Name: Certificates Expiring in the Next 6 Months
- Filters: Certification Type (e.g., Zamboni Driver Certification) and Resources (e.g., Perth Panthers drivers)
Example Scenario:
- Perth Panthers Zamboni Driver:
- A Zamboni driver for the Perth Panthers is assigned the Zamboni Driver Certification characteristic.
- The certification duration is 2 years, so when the resource characteristic is created for the driver, the Start Date is entered as January 1, 2024. The system automatically calculates the End Date as January 1, 2026.
- The Certificates Expiring in the Next 6 Months view will show this certification when it is 6 months from expiring (around July 2025), allowing the team to plan for renewal before the expiration.