Print PDF

Site roles have in reality existed in PD Place™ for a long time but have been limited to Principals, Vice-principals and Managers. In PD Place™ the site roles are not intended to accurately document the reporting structure of site / locations or teams, but rather are used by the system to determine who should be granted the rights to manage staff, print reports and be recipients of approval/ PSIT emails, no show emails, etc.

To accommodate the need for increased flexibility in assigning key roles to Sites / Locations and to facilitate the new external training approval processes, the existing Principal / Vice Principal / Manager feature was replaced by functionality that allows your organization to define its own list of Site Roles. These are defined within a new value list called “Site Roles”.

The following screens show the display of site roles in the site/location module.

Clicking the ADD button allows you to add additional individuals and assign the role from the drop down list.

You can define any number of site roles and any number of roles can be assigned to the site/location or teams.

In addition there are two new User preferences which are used to identify unique site roles to the system:

• “Unique Principal/VP Role” – This allows you to specify a site role or roles that may have one and only one entry per site/location.

This supports the existing functionality which limited principals to one per site/location. If you try to assign another user as one of these roles, they will simply replace the existing user that is assigned that role.

• “Show Roles Notified by Email” – This allows you to specify which roles will be involved in the existing in-service approval/PSIT processes.

The site roles defined here will be the individuals who will be allowed to manage in-service approvals and will receive emails related to approval requests, “no show” notification and qualification notifications.

With this new functionality, it is now possible to customize PD Place™ to meet any number of unique requirements like:

a) Limiting the individuals who receive approval emails, etc. Approval emails can be limited to Principals or Vice Principals only. Alternatively you could set up a site role like “Approver” and assign a single individual to this role.

To configure PD Place™ so that a single individual at a site/location is responsible for approvals, you would simply perform the following steps:

1) Create a new Site Role in the new value list called “Approver”
2) For each site /location or team, assign this site role to an individual. This is done via the site/location administration screens.
3) Set the new preference “Show Roles Notified by Email” to “Approver” only regardless of what other site roles you may have defined.

With this configuration approval emails will only be sent to the individuals who have been assigned the “Approver” site role. Principals, Managers, etc will not be part of the process even if they are defined within the role assignments for a site/location.

It should be noted that all other site roles assigned for a site / location or team will still have the capability to view and manage staff and to print reports.

b) Setup site roles that are allowed to monitor staff and print reports, but are not part of the approval process (administrative assistances, etc).

To configure PD Place™ so that administrative assistants can view staff and print reports, you would simply perform the following steps:

1) Create a new Site Role in the new value list called “Admin Assistant”
2) For each site /location or team, assign this site role to an individual. This is done via the site/location administration screens.
3) Set the new preference “Show Roles Notified by Email” to include only the site roles you want to have approval privileges. Do not include the site role “Admin Assistant”.

With this configuration approval emails will not be sent to the individuals who have been assigned the “Admin Assistant” site role. On “My Page”, any individual assigned the “Admin Assistant” site role will have a section with links to perform the following:

• View / Manage Your Staff
• Access and/or Print Reports

When you fully understand the functionality of these new features the number of possibilities to customize PD Place™ to your unique environments is numerous.

PD Place™ version 3.7.1 introduces the “direct supervisor” functionality which again provides even more flexibility to the site roles. This topic will be discussed in a future blog post.

- Ron Grigg

Other Sites