Role Management Overview

The primary purpose of a role is to serve as a container for defining the competence level and training required for an employee to be qualified in a job function. Successful completion of the role's qualification requirements results in the employee being "qualified" for the role.

A role can be associated with one or more positions. When a role is associated with a position, all users in the position are dynamically assigned the role.

When creating a new role, administrators can define a qualification period. The qualification period is effectively the date time frame in which employees can be qualified for a given role. The system uses the qualification period to determine whether competency ratings count toward the employee's role qualification requirements.

With the addition of roles to the system, administrators can now view any roles that are associated with a Position organizational unit (OU) when editing the Position OU. When editing a Position OU, a Roles step is now available as a step in the process. This step displays a read-only list of the roles with which the Position OU has been associated.


  • There is no limit to the number of positions that can be related to a role.
  • A role must contain at least one competency.
  • By default, a maximum of 100 total requirements (competency and training) can be added to a role. However, a backend setting may be enabled that limits the number of total requirements to 40. This backend setting reduces the number of total requirements because the setting also increases the limit of competency training equivalencies from 5 to 50.

Use Cases

Role Management

A manufacturing organization has won a bid to build processors. The production is set to begin on December 1, 2014. The organization is contractually obligated to build the processors to the exact specifications of the client.

The organization needs to ensure that they have line workers who are qualified for the manufacturing by December 1, 2014.

The organization's system administrator builds a role to house the competency and learning requirements for the manufacturing job.

Because the deadline for the qualification is December 1, 2014, the administrator sets the qualification window to begin immediately and end on December 1, 2014.

The administrator sets the competency target to 75% for all competencies associated with the role. The administrator adds the appropriate training as a training requirement.

With these restrictions, workers must achieve a 75% competency assessment on all required competencies and must complete the required training by December 1, 2014, in order to be qualified for the manufacturing job.

View Associated Roles for a Position

A manufacturing organization uses roles in their portal to track user qualifications for their production workstations. The organization has created a role for each workstation.

The organization has recently built a new soldering workstation, and has created a corresponding role in their portal. The soldering workstation will be operated by employees in the Line Worker position, so it is critical that these users are qualified to operate the workstation.

The administrator needs to ensure the position contains the role for the new soldering workstation.

To view the roles associated with the Line Worker position, the administrator navigates to the Roles page for the Line Worker position. From this page, the administrator can see all roles associated with the position.

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