SOP-MES0019 Employee Validation
This edition applies to MDS Portal 1.0 Application and all subsequent releases and modifications until otherwise indicated in new revisions.'
Contents
Employee Validation Setup
This edition applies to MDS Portal Application (Employee Validation Module) and all subsequent releases and modifications until otherwise indicated in new revisions.
This module is responsible for creating trainings that operators should perform to work in manufacturing processes. The whole operator control (registration and information maintenance) and trainings and certificates required for the operators work in shop floor (mainly in medical plants) will be administered by this feature.
Employee Validation is a manual input module that allows individuals working on the Employee other than those creating a new configuration and maintaining an existing one.
It provides a method of creating employee / password / training records that can be administered by non-SFDC personnel, and a method of identifying specific processes that must be controlled.
It will still support the traditional login methods for data collectors without controlled processes.
To access Employee Validation module, click on Employee Validation Maintenance in the main MDS page:
Figure 1: MDS Modules
The Employee Validation Maintenance page is displayed as follow:
Figure 2: Employee Validation Maintenance
Employee Validation is composed by sub-modules and these work instructions will help users to understand each one.
- Certificate Maintenance: responsible for manage the certificates as well associate process and process groups to certificates;
- Class Maintenance:
- EV Process Maintenance:
- Employee Maintenance:
- Process Group Maintenance:
Employee Maintenance
To access Employee Maintenance, click on Employee Maintenance in the employee validation main page.
The first step in setting up Employee Validation is to define all the Employees in the Employee Maintenance module.
Listing employees
The Employee List displays all employees’ name, type and number and allows filtering data by entering data in the available field, edit employees by clicking on Edit icon and delete employees by clicking on Delete icon;
Figure 3: Employee Maintenance Page
This is the main Employee validation maintenance page and the users are able to perform searches, sort, add, edit, delete, import and print/export employees.
Performing Searches
To perform searches, there are four available fields: Employee #, Employee Name, Employee Type, Employee Group, Certificate, Process and the Active/Show Expired flags.
It’s possible to search by one field or a combination of those. Click on Filter button.
Figure 4: List and Search Employees
The search result is displayed in the Employee list.
Note: It is possible to list only the active employees by checking the Active check box.
Adding Employee
This functionality allows adding employees in the application.
Employee records can be added individually clicking on Add ,or a number of records can be imported clicking on Import button.
To Add Employees, click on Add.
The Employee validation page is displayed:
Figure 5: Adding Employee
Fill in all mandatory fields (in red): "First Name", "Last Name", "Password", "Password Confirmation", "Employee#", "Employee Type" (operator, supervisor or trainer).
- Trainers are the people used to create a class. Someone has to be a designated trainer, in order to create a class in EV. They are also the people typically holding "classes" and performing any hands on training.
- Operators are the production folks who perform work. They either have the certification to perform a job or not. That is the EV control for processes.
- Supervisors are required to be in EV and have at least 1 certificate. They do not necessarily have to be in every certificate in order to be able to scan serial numbers through the processes. Effectively, they are "superusers" which can scan serial numbers through any process, without having the actual certification. They just must have 1 certification for something.
- Debug/Rework are the production folks who perform work with debug/rework roles;
- Click on Change Picture to add the Employee image.
Figure 6: Employee Validation - Employee Type
After Employee records have been created, each employee should be associated to at least one Group.
Group Maintenance:
To add, edit, delete and undo groups, go to group maintenance;
1. Click on Maintenance button to open the Groups Maintenance popup.
Figure 7: Groups Maintenance
After insert the employee data, the user is able to upload the employee image, or if prefer, upload the image in the future using the Edit Employee button.
Figure 8: Uploading Employee Image
Click on Yes to continue the upload or No to abort.
Click on Change Picture to upload and save the image.
Importing Employees
To Import Employees from a CSV file, click on Import.
Figure 9: Import Employees
The Import employee is displayed.
Note: Selecting Skip when exists, the user will not be updated.
This functionality allows importing employees in mass.
The format of the .csv file for importing Employee records is:
| First Name | Last Name | Password | Employee # | Employee Type |
| Character | Character | Character | Character | Character |
After creating the spreadsheet, follow the steps below to import:
- Go to Employee Maintenance page and click on "Import" button.
- Select the .CSV file already created.
- Click on "OK" button.
The "Import Employee Results" page with the import results is displayed:
Figure 10: Import Employees
- Click on "Close" button.
After the import process, a report is displayed with the employees successfully imported and with those who failed.
Print Filtered Employees
To Print Filtered Employees list, click on Print Filtered Employees button.
Figure 11: Exporting Employees
A .pdf report is generated with classes, certificates and processes. The user can save it and print.
Editing Employees Information
Figure 12: Editing Employee Information
It is possible to edit the employee information by selecting the employee and clicking on Edit button.
The steps to edit employees are the same as Add Employees. See Add Employee section for more information.
Deleting Employees Information
Delete the employee by selecting the employee and clicking on Delete button.
Figure 13: Deleting Employees
NOTE:
1. The deleted employees will be removed from classes also.
2. The application does not allow removing a Trainer that is assigned to a class.
EV Process Maintenance
The processes are created in the SFDC Maintenance module. In EV, the user is able to Add Processes already created. The added Processes will be processes that EV will download to SFDC and check for Classes. In this step the user is able to add, edit, remove and re-add processes and process groups that will be managed inside the Employee Validation Module.
| To access the EV Processes Maintenance, click on EV Processes Maintenance. |
The Process list main page is displayed.
Listing Process
Figure 14: Processes List
In the Process List, the user can perform a filter by typing the process name in the Filter field. Click on Ok to confirm.
Adding Processes
Figure 15: Add Process List
The available processes are displayed to be added in EV.
1. To define the processes to be controlled by EV, double click on available process in the left application panel.
2. The new added process is displayed in the Process list highlighted in yellow.
To cancel, click on Reset before save.
To add all processes available, click on Select All Processes. Clicking on Reset
Click on Save to commit the updates.
If there are multiple processes that are to be controlled by Employee Validation, yet fall into the same certification, these processes can be grouped together by defining a Process Group. Click on the Process Group Maintenance module. Follow the steps defined in the Process Group Maintenance topic for specific instructions on how to create Process Groups.
Editing Processes
To Edit (Enable and Disable) Processes, follow the steps bellow:
Figure 16: Edit Processes
1. Select the process (es) to be updated and click on Enable/Disable icon.
2. Click on Yes to confirm the status change.
Note: The process will be disabled when it is not used, but it can be used anytime by enabling it.
After clicking on the edit icon, the process shows in dark gray. To commit this, click on Save.
Removing Processes
To Remove Processes, follow the steps below:
Figure 17: Remove Processes
1. To Remove Processes from list, select the process and click on Remove button.
Note: If the selected process has any associated certificate(s), the application will not allow the user to remove it, displaying an error message, otherwise, the process is displayed in gray.
Re-add Processes
1. To re-add processes, click on the Undo Delete button.
Figure 18: Undo Delete Processes
The selected process will change the color and continue displaying in the list.
Click on OK button to commit the changes or click on Cancel button to cancel the action.
Process Group Maintenance
To access the Process Group Maintenance, click on Process Group Maintenance option.
Adding Process Groups
To add process groups, follow the steps below:
Figure 19: Add Process Groups
1) To Add Process Groups, click on Add icon, fill in the Process Group Name field and select the processes to be added into the process group.
Note: Every time that a new process group is created, the user must associate at least one process to it.
Selecting a process group, the user can see all associated processes.
The selected Process Group will be displayed highlighted in yellow. Selecting the process group, the user can see all associated processes.
Click on OK button to save the changes.
Editing Process Group Name
Figure 20: Edit Process Groups
1. To Edit Process Groups Name, select the process group and click on Edit icon.
Just the Process Group Name can be updated. Update the Process Group Name and click on OK to commit the change. To cancel, click on Cancel button.
Editing Process Group Status
Figure 21: Change Process Group
1. To Change Process Group status, from list, select the item and click on Edit Status icon.
Note: The updated Process Group is displayed in red:
2. Click on Yes button to commit the change.
Removing Process Group
Figure 22: Remove Process Group
1. To Remove Process Group from list, select the process group and click on Remove icon.
Note: It is not possible to remove process groups if there are associated certificates. In this case, it is possible to only update the processes.
Undo Delete Process Group
Figure 23: Undo Delete Process
1. To undo delete a process group, click on Undo Delete icon.
The selected process group color will be changed and continue displaying in the list.
To commit the changes, click on Yes button. To cancel the changes, click on Cancel button.
Process Maintenance:
Searching Process
Figure 24: Filter Processes
1. To Filter Processes already associated with a Process Group, enter the process name (at least 3 chars) in the Filter field. The process displays with the respective associated process group.
Adding Process
Figure 25: Add Process
1. To Add Process, select the Process Group and click on Add Process icon.
The available processes are displayed. Select the process and click on Save button.
The selected process (es) will be displayed in the Processes list highlighted in yellow.
This action could be affecting existing Certificates and the user is able to update it.
Note: A Process can only belong to a single Process Group.
Removing Process
Figure 26: Remove Process
1. To Remove Process, select the Process Group, select the process to be removed and click on Remove Process icon.
If the update on the process group affects existing certificates, the user is alerted and has the possibility to change the certificate before committing the change.
Certificate Maintenance
The next step to configuring Employee Validation is to create the Certificates. To access the Certificates, click on Certificate Maintenance.
The main certificate maintenance page displays:
Certificate List
Figure 27: Certificate List
Note that in the Certificate list, it is possible to see some unsynchronized certificates, which means that it has at least one process group that is out of date. In the next steps, the user will be able to turn non synchronized certificates into synchronized certificates.
Adding Certificates
1. To Add Certificates and associate processes and process groups or Part/Family to Certificates, click on Add Certificate in the Tasks area.
Figure 28: Add Certificate
The Certificate Maintenance screen displays:
Follow the steps below to add a certificate:
1. Fill in the fields:
Certificate Name: The name of the new certificate;
Pilgrim Role: this field is used to associate the Certificate to a Pilgrim role. It was created to maintain a list of the ’Roles’ in Pilgrim that require training for EV purposes, linked to the EV certificate associated with that role.
Life Span: # of days the certificate is valid;
Grace Period: # of days allowed after expiration (can not be grater than 30);
2. Click on Ok to confirm. The new certificate must display in the Certificate list.
3. Click on the Add Process / Process Group button to define the process (es) and/or groups that are associated to the certificate.
Adding Process/Process Group to the certificate:
Figure 29: Certificate X Process/Process Group
The Certificate X Process / Process Group page displays:
Select the Process Groups check box to add process groups available in the list. Do the same steps to Processes and click on the Add button.
The inserted process/process group is displayed in the Process/Process Group tab.
NOTE: You cannot create a certificate without having at least one process or group assigned.
Figure 30: Certificate Maintenance Process/Process Group Tab
To add Process to the process groups, click on Add Process. The added processes/process groups are displaying highlighted.
a) Creating generic certificates.
If multi-pass device numbers are used in SFDC, then it is recommended to create a generic certificate and assign some process to it. The process does not have to exist in any route. An example would be SFDC Training for the process. The process is not used for any locations or in any route. The process is controlled by Employee Validation and a generic certificate is created for this process.
All employee numbers are associated to this certificate/process. The reason for this is to allow any employee to log into a device number that has one or more EV controlled processes. Without a generic certificate/process, employees would not be able to log into the device number to perform the non-EV controlled processes that are assigned to the multi-pass device number. Employee validation insures that serial numbers that are at a controlled process can only be scanned by employees that have the necessary certification for the controlled process. Without the generic certificate/process, non certified employees will not be able to log into multi-pass device numbers.
b) To Remove 'CERTIFICATE 'Process/Process Group:
Figure 31: Remove Process Group
Click the process/process group to select it and click on Remove Selected button. The removed process/process group displays in dark gray in the list. To Undo Delete 'CERTIFICATE 'Process/Process Group, select it from list and click on Undo button.
c) Adding Part Number/Part Family/Customer Code to the certificates:
Figure 32: Part Number/Part Family/Customer Code Tab
In addition, users can add Part Numbers/Family and Customer Codes to the Certificate. The rules to add, remove and undo remove are the same described for Process and Process Group.
Figure 33: Customer Code
To add customer code, select the item (s) in the list and click on OK.
Figure 34: Part Family
To add part numbers/family, select the item (s) in the list and click on OK.
Editing Certificates
1. To Edit Certificates, select the certificate in the Certificate List and follow the same instructions to Add Certificates: update the mandatory fields and click on OK to commit the change.
Figure 35: Certificate Maintenance
NOTE: Every time the user adds a new Process on the Certificate, the application creates a new instance of that Certificate. All classes created before the Certificate changes will be linked to the old Certificate instance.
See the example:
1- Create Certificate CERT with process "A" and "B";
2- Create a Class for CERT with employee Y and Z;
3- Edit CERT and add the new Process "C";
On this example the employees Thomas and Keith will be trained only on the processes "A" and "B". If the certificate is changed, they need to be trained on "C", therefore another class will need to be created for the same CERT.
Figure 36: Certificate Instances
GOLD STAR represents the last update;
SILVER STARS are the old instances that are associated to the classes already created.
Removing Certificates
To Remove Certificates from the list, follow the steps below:
1. Select the certificate to be removed;
2. Click on Remove Certificate button. A popup message displays to confirm the certificate removal.
3. Click on Yes to confirm or click on No to cancel the removal.
Figure 37: Remove Certificate from List
NOTE: Certificates already associated with classes can not be removed.
Class Maintenance
To access the Class Maintenance, click on Class Maintenance option. The Class Maintenance main page is displayed:
Figure 38: Class Maintenance
The user is able to add, copy or edit classes and perform searches from the main class page.
Adding Classes
Figure 39: Add Class
1. Click on Add Class in the Menu bar.
The Class Maintenance page displays:
Figure 40: Class Maintenance
1. Select the trainer, the certificate and the date for training from the drop down list. Selecting the certificate, the Grace Period and Training Expiration Date will be automatically filled.
2. Go to Employees maintenance and add the employees who have taken the class, by clicking on the Add Employee button.
NOTE: The class must have at least one associated certificate.
Figure 41: Add Employees
1. Add the Employees clicking on Add Employee.
The Find Employees popup displays to find Employees.
2. Select the Employee (s) and click on OK to commit the inclusion.
To add employee groups:
Figure 42: Add Employees Groups
1. Click on Add Group.
The Find Groups popup displays to find Groups.
2. Select the Group (s) and click on OK to commit the inclusion.
Both, groups or employees are displayed in the Employees list.
NOTE: The add Employees by group is a way to make adding employees fast and EV does not store group information, i.e. if the selected group has a new employee added in the future, he/she won’t be added to the class.
Editing Classes
To Edit Classes, select the class to be edited and click on Edit icon. Follow the same steps performed to add classes. Click on Ok button to commit the changes.
NOTE: Classes cannot be deleted.
SFDC setup to enable Employee Validation
After completing the configuration of Employee Validation, the configuration must be downloaded to the SFDC PC in order to take effect.
To download the Employee Validation configuration, perform an emvdnld on the SFDC PC. Refer to the SFDC Operations manual for additional information. Two OPTIONS lines (OPTIONS EMPVAL VALIDATION=YES and OPTIONS EMPVAL_PROD PRODUCT=pbm) must be enabled in the Setup Data Editor, and downloaded to the SFDC PC in order for the configuration to actually take effect. Refer to the Employee Validation section in the SFDC Operations manual for details for all the required configuration for Employee Validation in the Setup Data Editor.
Appendix A
Acronyms
Revision Log
| 08/01/13 Elaine Fonaro |
