Setting up Records

The following section gives instruction on how to customise records based on your organisation needs. 

When you click Settings from your OnePassport Dashboard, you will be redirected to a page like below. Record Setup is placed after the People Setup. In here, you can put together records for Qualification, CPD, Compliance, Registration, Licences and Permits, and Residency Types.

* Qualification

1. Add a new Qualification by clicking the + button.
2. Type in the name of the Qualification.

The fields for Industry and Qualification Count can be completed if your organisation is a Peak body, Government Register or Membership Association. There is no need to complete these fields if you are an organisation.

* Continuing Professional Development (CPD)

It incorporates not just compulsory training but also any short course, non accredited training employees might undertake.

     We advise that organisations think carefully about their naming conventions for training before setting up.  Experience shows that training will change over time and there can be a mismatch between what is required to meet competency requirements and the knowledge and understanding of training by administration staff.  This can result in ‘dirty’ data and lead to inaccurate reporting which can be very important when it comes to meeting organisation regulatory and compliance requirements. 

     For example in Health, Cardiopulmonary Resuscitation and Basic Life Support are the same thing from a competency aspect.  However to an administration person they are different and they may create 2 different categories.  Managers will then run reports on one title resulting in incorrect numbers of staff compliance creating much wasted time and frustration through investigating the identified gap.  The titles for Compulsory training should be determined through agreement between the education, management and human resource team.  Each title requires a list of potential training that would be acceptable to be logged into that system. This is best documented clearly in a policy or work instruction document.

      Once a category has data attached to it, it is a time consuming process to remove the data and delete the category so we cannot stress enough the importance of planning this area ahead of time.

That being said, adding a new Continuing Professional Development is easy. Simply click the + button and add your training or short course title. Fill the fields and click save.

*Compliance Types

Compliance is different to education requirements and we recommend that you keep this separate for reporting purposes. Compliance includes things like Police Checks, White Card, Yellow Card, Blue Card, Disability Screening checks, Working With Children Checks etc.

Add new Compliance by clicking the + button on the right hand side. Please select the Order in which you would like the Compliance items to be listed in the Compliance menu. They will be listed from left to right.

*Registration, Licence and Permit Types

This is another area that requires a little forward thinking and planning. You may want to separate categories like Nursing and Medical so that you can run individual reports or combine in one category named AHPRA registration.

Please list all registrations, licenses and permits that you would expect to find amongst the people in your organisation. Including job specific (eg nursing registration, licensed plumber) as well as the more general types (eg car, truck, bus & motorcycle licenses or a gun permit).

Click the plus button to add any type under this module. Enter licence type and click save.

* Residency Types

Residency relates to the citizenship or Visa status of an individual.  All Australian Visa types are listed as a drop down choice.  You can add a new Residency type by clicking the + button.