A Certificate Renewal Task provides the facility to schedule the Renewal of a Certificate before the end of the current Certificate. This task can be scheduled to be ‘Actioned By’ either, the person required to obtain the Certificate, or by another Accountable Person who can provide the certification for the person named on the certificate. Renewal of a Certificate will create a new Certificate record, which again can be schedule to be renewed.
The New Tasks monitor run, will generate each Certificate Renewal Task notification on the First Reminder date as determined by the Task’s First Reminder days prior to the Certificate end (To) date. A newly created Task scheduled with a First Reminder date prior to the date the New Monitor is run, will be generated immediately with the next New Tasks monitor run. Any Tasks with the First Reminder Date in the future, will not be generated till that future date occurs. The Due Date of the Renewal Task is the Certificate end (To) date.
Procedures Certificate Renewal Tasks
Access Certificate Renewal Tasks
From the main menu, click or mouse hover over the SMCR menu to see the SMCR menu items. Click Work with Certificates.
The ‘SMCR Certificates’ List page is displayed. The default list shows Certificates with an ‘Current’ Status. Click on a Certificate record to view its Details.
Create a Certificate Renewal Task
This function allows the creation of a scheduled task to re-certify a person.
Click on the Certificate record 1 you wish to create a Renewal task for.
The Certificate for the select Person window displays. Click the Create Renewal Task1 switch on. Three task fields appear. Enter the First Reminder2 days. The day the Renewal Task is created is the To date (highlighted in the yellow box) minus the First Reminder days (minus non-business days this date falls on). Enter the Second Reminder3 days, if required. Select the Actioned By Person 4 who will either, attain the Certificate, or the Accountable (internal) person who will grant the Certificate. Click the Save 6 icon to create the schedule. (Or, click the Cancel 6 icon to cancel.)
The Certificate Renewal Task will generate on the First Reminder date and a notification will be sent to Actioned By person, with a due date of the current Certificate end (To) date.
Click on the Certificate record. The Create Renewal Task option is replaced with the a message 1 that Task has been sent, when it was sent and who is the Actioned By.
Complete a Certificate Renewal Task
Open Task via Email notification link
Open the notification email containing the Certificate Renewal Task completion request.Click the here1 link in the 'To complete this Task… ' line, to open the Completion task window.
Open Task via My Summary Current Tasks tab
From the Main Menu, select SMCR | My Summary. Click the Current Tasks tab.
Find your SMCR Certificate Renewal Task (using a filter or search). Click the ‘Complete the Task’ 1 icon.
Complete Certificate Renewal Task
The Complete Certificate Renewal Task window displays. Review the Person and Certificate information 1. Review the Actioned On and By 2, and change if required. Choose and Outcome3 of ‘Renewed’ or ‘Not Renewed’. If ‘Renewed’ is selected, enter a ‘From’ and ‘To’ 4 date of the renewed Certificate period. Click the ‘Add Comment’ 6 icon to add a Comment, which will display in the comment list 7 when saved. (Or, click the Cancel 8 icon to cancel.)
The Certificate Renewal Task is completed, and is no-longer displayed in the Current Tasks list. The New Certificate record is created and displayed in the SMCR Certificates list. Click on the Certificate to open the record.
The new Certificate record is displayed containing the next Certified dates 1, and the ‘Create Renewal Task’ 2 switch selected to generate for the next Certified period.
