Trainee Scenario#

Estimated time to read: 10 minutes

The Trainee Scenario is common across industries in which some employees are considered trainees (apprentices) and thus can only work under the supervision of a more experienced (trainer) employee.

This tutorial will show you how to use the Trainee Scenario.

Overview#

This document will guide you through the setup of a scenario where you can configure an Employee as a Trainee for a Certification. The Certification in question will later allow the Employee to work on any given Resource that requires the Employee to hold the Certification. This scenario will allow another Employee to act as the Trainer and supervise any operations performed on the Resource while the Trainee does not yet hold the Certification.

Note

After successfully obtaining the Certification, the employee no longer requires supervision.

Scenario Setup#

To enable trainees for a specific Certification, follow the steps described on the table below:

Step Number	Step	Description
1	Create the Employees	You need at least one Trainer and one Trainee.
2	Create the Certification	Set a specific property in the Certification to allow trainees.
3	Assign Certification to Employees	Set adequate Certification configurations for each Employee.
4	Configure the Resource	Set adequate personnel requirements for a Resource.

Table: Steps to setup the trainee-related Entities

After the setup of these entities is performed, you can proceed with assigning Certification to Employees, as Trainer or Trainee, and at the selected Resource. The steps below will help you to create the adequate scenario:

Step 1: Create the Employees#

The following diagram shows you the relationships between User and Employee. You need a Critical Manufacturing MES User associated to your system user account and you must have an Employee associated to that User to perform operations on Resources.

graph LR
    Main[Employee] === A1[User]
    A2[Resource] -.- N1[Resource Personnel Requirements] -.- A3[Certification] --- Main

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class N1,N2,N3,N4,N5,N6 mermaid_nonbusinessdata

click Main "../../userguide/business-data/employee"
click A1 "../../userguide/administration/security/users"
click A2 "../../userguide/business-data/resource"
click A3 "../../userguide/business-data/certification"

Begin by creating the Users and Employees for the scenario where you have one Trainer and one Trainee. Considering a situation where there are no system objects created and you are starting from a clean system. First of all, create the User for the Trainer by going to the Security entity in the Administration menu, accessing the Users section, and creating a new User, which in this case is the Services User you see below:

Info

If users already exist, you can also use an existing system user as a Trainer, provided that User has an appropriately associated Employee.

Now create an Employee to associate to the User you just created. Go to the Employee entity in the Business Data menu and create a new Employee:

After the Trainer is created, create the User for the Employee that will be the Trainee:

After all user-related objects are created, move to the Certification.

Step 2: Create the Certification#

Navigate to the Business Data menu, select the Certification entity and create the new Certification that will be assigned to the Employees.

Several properties must be configured in the Certification to allow trainees:

Property	Description
Allow Manual Grants	Whether you can manually grant the Certification to Employees.
Enable Trainees	Whether trainees will be allowed for this Certification.
Trainee by Default	Whether new Employees that are assigned the Certification will be set as Trainee By Default.
Training Maximum Duration	Set the time period that will be used when assigning the Certification to an Employee.

Table: Relevant properties to allow trainees for a given Certification

Set the Allow Manual Grants and Enable Trainees flags as true and select a value of 2 days for the duration of the training period:

Info

For more information, see Create Certification.

Select Create to move to the next step.

Step 3: Assign Certification to Employees#

With all objects now created, assign the Certification to both Employees. Open the Certification you created, navigate to the Employees section in the Details view and select Assign located on top of the grid:

Select both Employees from the list of available entries and select Next to continue.

In this section you can configure the Certification assignment for both Employees. Ensure that the Trainer and Trainee are configured accordingly:

Trainer#

Set the Granted flag to true and then set the Employee as a Trainer for this Certification. Since the process is manual, the current date will be set as the certification date.

Warning

Setting an Employee as Trainer for this Certification is an individual process, meaning that it does not automatically make the Employee a Trainer for any other Certification.

Trainee#

Since we configured the Certification to allow manual grants, proceed to granting the Certification to the Employee and set the Trainee flag as true. Notice that the Valid To value has been automatically set with the date as Certification Date + Training Maximum Duration, indicating the proper validity of the Certification assigned to the Employee that is set as Trainee.

Warning

After this period expires, if the Trainee status of Certification is not changed (unsetting the Trainee flag), the Employee will not be allowed to check-in at a Resource that requires this Certification for operation.

After this step is completed, these are the contents of the Employees section of the Certification:

Info

For more information, see Assign Employees to Certification.

Step 4: Configure the Resource#

In the Resource, configure it to require the Certification you just configured for operations.

Navigating to the Business Data menu, select the Resource entity and open the Resource you want to configure. Navigate to the Personnel section in the Details view and select Manage located on top of the grid:

Several properties must be configured in the Resource to set personnel requirements including the need for a Certification:

Property	Description
Enable Check-In	Must be set to allow other options for personnel requirements on this Resource.
Restricted	Whether the Employee performing check-in must select the position in which the Employee is checking-in.

Table: Relevant properties to allow personnel requirements for a given Resource

Set the Enable Check-In and Restricted flags as true and continue to the next section.

Add a new Certification by selecting in the left section. Select the Certification you created and set the following values in the other fields:

Quantity (set as 1) - the number of required Employees that hold the Certification.
Allocation (set as 1) - configures the percentage of working time that is allocated to each Employee. A value of 1 indicates 100% allocation.
Allocation Type - used for Scheduling purposes, not important for this tutorial, leave it with the default value.
Exclusive (set as false) - indicates whether the Certification should be used exclusively by a single Employee. If you set this as true, the value for Allocation will be set as 1.

Info

For more information, see Manage Personnel.

Select Update to close the wizard and move on to the next step.

Scenario example#

Consider that the Trainee is undergoing training for the Certification that was assigned above. To continue training, the Trainee is required to perform operations on a Resource.

From the point of view of the Trainee#

The Trainee is logged into the system and navigates to the Resource View of the Resource configured above. Since the Resource is set as restricted to specific Certification holders and requires check-in to be operated, the Trainee selects Check-In on the top ribbon:

Note

The Certification has the indication that it requires a signature of a Trainer for proper check-in, thus fulfilling the personnel requirements configured above.

Select the Certification and proceed to the next step, since there are no other Employees checked-in. When attempting to complete the check-in process, a window will be displayed requiring a signature from a defined Trainer for that Certification in that Resource:

After the signature (biometric, password or PIN) is entered, the Trainee can continue with the process.

From the point of view of the Trainer#

After a Trainee is logged into the system (with proper authentication from the supervising Trainer), a Trainer can manage the Trainee using the Manage operation, accessible through the Area View or directly through a Resource.

Info

Using the Area View provides the extra advantage to check-in or check-out multiple Employees at multiple Resources in the Manage Resources Trainees wizard.

In this wizard, a Trainer can manage which of the trainees is logged into a specific Resource and perform check-in/check-out operations by selecting/deselecting the flag next to the Trainee.

Info

For more information, see Manage Trainees.

Trainee Check-ins at Maintenance Activity Orders#

If there is an active Maintenance Activity Order that requires check-in (the property Restrict Check In is set to true), when an Employee is checking-in using a Certification for which they are a Trainee (the property Is Trainee is set to true), the identification and electronic signature of a valid certified Trainer (with state as Active or Grace Period and Is Trainer set to true). Note that if the Trainer has the property Require Clock-In set to true, the Trainer must be Clocked-In.