Overview
The Contractor Inductions module assists to organise, and track contractor inductions that may occur in your organisation. This document provides guidance on how the module works, options for configuration, and actions required to complete your configuration requirements for implementation.
Your Implementation Manager will share the timeframes for completing this workbook in the project plan.
Key Features
Each key feature mentioned below builds upon the last diagram to build understanding before the ‘bringing it all together’ diagram which shows all features and the flow of the module.
Workflow
The Workflow outlines the key stages that a module works through and is used as the framework for other aspects of the build. Each key stage is represented by a bubble icon and any relevant checks that may interact with the flow written on the progress lines.
Involvements
Involvements capture the People Involved in the Induction Course. This includes the Creator of the record, the Contractor and Contractor Manager.
Involvements are represented by the addition of the blue person boxes below (also known as swim lanes).
Forms
Areas where users can input information are called forms and usually contain a list of questions. The Main Form is the starting point of a user’s interaction with the module and all other forms are called Subforms. Forms are represented by the Page Icons added below and align under the person/stage completing the forms.
Notifications and Actions
This module includes Notifications and Actions to assist your users successfully action and resolve records.
In our flow diagram, Notifications, Actions and File Upload steps are represented by the below icons:
Bringing it All Together
Configuration Requirements and Actionable Items
The Contractor Induction module allows for self-management by providing the configuration tools to add induction types and manage questions within them. To get started, your Implementation Manager can assist with the following configuration:
10 question changes to the Contractor Induction creation form (that are not mandatory as part of the automations).
Notification adjustments –
Adjustments to the body text of core notifications and logo
Up to 2 new configurable notifications for this module
Customise the timeframes for each of the timeframe-based notifications
Guidance on creating Inductions including sections and question options.
Contractor Induction (creator) Changes:
This includes the main form where the course is selected from the available list and assigned to a user to complete.
This includes the main form where the induction is created and allocated to a user for completion. The Induction Type field is automatically populated when self-managed inductions are added.
Main form (Induction Creator) changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Adding Inductions and Questions:
The Main Form remains the same each time a new contractor induction is created. The inductions themselves are managed within self-service settings.
This allows you to create, manage, and archive inductions as needed. Due to this, the implementation of this module will provide education and guidance on how to self-manage this feature.
Details on organising your information and adding questions to inductions are provided in the appendix. Your Implementation Manager will also provide guidance.
Notification Changes:
Notifications send after certain triggers to prompt users via email to action certain tasks.
Changes can include:
Addition of your logo to the Notifications
Changes to the body text of the Notification
Change to the timeframes of overdue style notifications
The current notifications are outlined below, and space has been provided if you wish to change the body text of the message. All notifications will contain a link to the record.
Changing the text is not necessary if the current message suits your needs.
Questions?
During the implementation of this module, project and Hypercare period, your Implementation Manager is happy to provide support and guidance and we encourage you to reach out with any queries.
At the completion of the Hypercare period, your Implementation Manager will advise you of your new contact for support.
Appendix – Adding courses and questions:
Adding a New Contractor Induction Courses:
Outlined below are the steps for adding a new Contractor Induction Courses.
Click on the settings menu under your profile button (Admin users only)
Navigate to the Contractor Inductions and click ‘Manage Courses’
Click on the Add Course button, Name the Course and click Create
Your new course is now created.
Adding Sections and Questions to a Course:
With your course now created (or managing an existing course), you can manage the questions within each of the courses.
To do this:
Go to the Contractor Inductions menu (as described above).
On the Manage Courses screen you can see the Courses available for that module, if they are published (active or archived), change the name of the Course, and edit the contents of the Course. Clicking on ‘Edit’ allows you to manage the questions within a Course.
Click Edit on the course you would like to add questions to. Click on the new Section option. A course must have at least one section however more can be used to divide your course into question groupings.
When adding a new section, you can update the Title, Description text, and add an image for that section.
For a course with no need for groupings, create a single section and place all questions within this section.
For a course that may have a large number of questions or groupings of questions with a similar theme or goal, it may be best to divide these into separate sections.
Once the section is created, click on the new question button to add questions to that section. This is where organising your information first can assist. Depending on the question there may be different options that you can select or create your list within.
Some commonly used features in questions are:
o Making a question mandatory – Select the ‘Required Field?’ checkbox
o Default options - appear under the ‘Default Type’ list and the options may change depending on the type of field used. Leave this blank if there is no default. In list option questions, selecting ‘Value’ will show a Default button near all the listed responses to select from.
o List style questions – Items can be added to the list under the ‘Display Value’ area
o Only Show – Under the ‘Only show when this question’ list, select the question to link the question to and the response that triggers the appearance of this new question.
o Can Add Action and/or Can Add Attachment – A quick button will appear beside the question and allows users to add actions or attachments.
We recommend no more than 150 questions per course. It is important to note that some advanced behaviours can impact the performance of your form. Your Implementation Manager will provide guidance regarding question options and performance.