Introduction
This article is meant to provide you with an overview of adding staff training and documentation in extendedReach. extendedReach provides you with the ability to create a custom “Compliance” checklist, which ensures your staff are meeting training and documentation requirements.
Prerequisites
You must be an Agency Administrator to access this checklist which appears on the “Staff” screen on the “Compliance Tab”.
Instructions
Image: Compliance Tab: Staff Screen
Configuring Your Staff Compliance Checklist
1. Go to the Organization Preferences screen.
2. Click the “Keywords” tab and then click the “Staff” sub-tab.
Image: Compliance Tab Configuration
You will see four boxes on this screen:
- Staff Documents (Mandated)
- Staff Documents (Other)
- Staff Training (Mandated)
- Staff Training (Other)
3. Enter information
- Type the document name (one per line) you wish to track on the checklist in the “Staff Documents (Mandated)”
- Type training topics (one per line) you wish to track on the checklist in the “Staff Training (Mandated)”
- You can add other commonly used document title and training topics in the respective “(Other)” list boxes. (You can always add miscellaneous documents and training topics during data entry – so you don’t need to make this an exhaustive list)
Add predetermined expiration dates and hours by adding “|# Months|# Hours” to the end of the staff training title. These predetermined dates and hours prevent all users from modifying them when a document or training is added. However, you can also opt to leave out the predetermined dates and hours.
4. Click “Save” to save the document and training lists.
Image: Setting up predetermined trainings and documents
Two Ways To Begin Using the Staff Compliance Checklist:
Option 1. Add a New Staff Document
- Go to the Staff Directory and click on the name of any of your staff
- Click the “Add Document” button
Image: “Add New Staff Document”
- Select the document “Title” or click the green “+” icon to add a new type
- If the document expires, type in the expiration date (otherwise leave the “Expires” date blank
- If you wish to add an attachment to the document screen, click the paperclip icon to attach the file. Only Administrators and Restricted Staff Administrators can access attachments on the Document screen
- Click “Save”
- The saved document will appear on the “Documents” tab
- If the saved document title appears on the “Mandated” list it will also appear on the “Compliance” tab
Option 2. Add a New Staff Training
- Go to the Staff Directory and click on the name of any of your staff
- Click the “Add Training” button
Image: “Add New Staff Training”
- Select the training “Topic” or click the green “+” icon to add a new type
- If the training expires, type in the expiration date (otherwise leave the “Expires” date blank
- If you wish to add an attachment to the document screen, click the paperclip icon to attach the file
- Click “Save"
- The saved training will appear on the “Training” tab
- If the saved training topic appears on the “Mandated” list it will also appear on the “Compliance” tab
Staff Access to Compliance Checklist
Click the “Compliance Tracking” option on the side menu. This list is exportable to Microsoft Excel.
Image: “Compliance Checklist Staff Access”