Feature Preview. Open Text Accreditations Server Certifications Module. 25 March 2009

Transcription

1 Feature Preview Open Text Accreditations Server Certifications Module 25 March 2009

2 Contents Introduction... 1 Product Description... 1 Accreditations Server Certifications Module... 2 Registration and Licensing... 2 Continuing Education... 4 Reporting and Analysis... 5 Process Management... 6 Administration... 7 Contact Information i

3 Introduction Open Text Accreditations Server Certifications Module manages the registrations and tracking of regulatory licensing for employees pursuing professional designations. Meeting certification audit requirements demands a sophisticated certification management solution. Organizations must account for the volume of data that needs to be managed, the complexity of tracking registrations, licensing submissions and changes, and continuing education requirements. In today s competitive marketplace, decisions and content are extremely timesensitive. Such data cannot be adequately managed with isolated departmental databases, spreadsheets, and paper documents such an approach is resourceintensive, and does not provide an acceptable level of organizational transparency with regard to data accuracy and completeness. To aptly and effectively manage individuals professional requirements, an integrated approach is critical to reducing the risk of non-compliance and financial penalties. Open Text Accreditations Server delivers an integrated and transparent view across organizational departments, in efficient real-time reporting, with the goal of helping you to know your employees and know your business. Product Description Accreditations Server Certifications Module manages the end-to-end process of defining, tracking, storing, and reporting employee status. The ability of your firm to collect, track, and report certification data to key regulatory organizations and internal senior executives is critical to managing liability and ensuring your ability to generate revenue. Employees in the financial services industry in particular, understand that they have a vested interest in participating in the management of their personal information. When it comes to professional standing within the financial services industry, employees need to be able to easily access accurate and complete records of their data, such as license and registration, continuing education credit completion, and so on. Employees also require a secure workflow mechanism by which to report updates/changes to the group(s) charged with the management of this sensitive information. Internal and external training programs often deliver dual value to the organization by meeting both internal competency and external regulatory requirements. With increased visibility of the different types of training occurring, the investment value in training is enhanced. Some designations are industry-established and specific, while others are internal and specific to a single organization. 1

4 Accreditations Server Certifications Module Accreditations Server Certifications Module provides the following functionality: Registration and Licensing Continuing Education Reporting Analysis Business Process Management Administration Registration and Licensing The Registration and Licensing component enables organizations to track and manage employee training initiatives. This section describes the features of this component relevant to compliance and training departments, and features relevant to employees. The following features are particularly relevant to senior management and training departments with an organization. Consolidated Registration Management and Licensing database Tracks all registration filings according to unique identifiers (such as, NRD #, NASD / CRD #). Manage new hire and transfer registration activities and coordinate all the elements of the process The Accreditations Server Certification Module provides facilities to manage: Types of registrations Cross designations Submissions Status updates: approval, declines, and pending Validity of submissions Copies of documents and forms, such as UTNs (Uniform Termination Notices) Registration route based on existing registrations and requirements for the role within the firm. Terminations Transfers Changes in registration (such as, IR to RR) Jurisdiction licensing renewals Status of designated officers 2

5 Status of material changes Exam results/completions for licenses requirements (such as, PFPC 30 month requirement, Series 7) Record current and historical registration details/notes Accept feeds of registration information Reconciliation, such as approvals, declines, pending Reconciliation of license dates and fees Collaborate with other internal parties to satisfy disclosure issues including Divisional Compliance, Legal Department, and Training Department. Simplify reporting to regulatory authorities using approved formats Approved report formats for Canada (IIROC) and US (SEC). The following features are particularly relevant to end users. From the Personal Profile view, employees can quickly view: The number of credits required and remaining for a particular registration or certification The numbers of certifications attained The courses in which the employee is currently enrolled Competency and development management capabilities enable employees to: View a listing of all courses in which they are enrolled, status of approval for enrollment requests, and courses completed Submit approval for enrollment in firm-approved courses (internal and external) Select from a catalogue listing of firm-approved programs that may include programs for Continuing Education credits, for meeting job competency requirements, or courses for ensuring understanding of corporate policies (such as, Code of Conduct) View assigned credits accorded to meet Continuing Education requirements Submit results upon course completion, such as a copy of a diploma Reporting and Analysis on page 6. In addition, Accreditations Server Certification Module provides employees with a Personal Profile that enables them to quickly access an overview containing the following information: Personal licenses and registrations Statuses, such as active, renewal pending Role (Qualifications and Employment history) Consolidated Registration Management and Licensing tracking: 3

6 Cross-designation tracking; such as, Brokerage (RR & IR), Financial Planning (CFP), Insurance (LLQP), and Mutual Funds (IFIC). Continuing Education The Continuing Education component enables organizations to track and manage employee training initiatives. This section describes the features of this component relevant to compliance and training departments, and features relevant to employees. The following features are particularly relevant to senior management and training departments with an organization. Set multiple-level development requirements and criteria The system can record information as corporate or regulatory, identifying which requirements are demanded by industry regulations and which are demanded by internal standards. The system also tracks CE and course requirements by this accreditation type. Manage course information Accreditations Server Certifications Module enables administrators to approve and verify courses according to corporate parameters, and adopt a rules hierarchy according to accreditation parameters. In addition, administrators can: Add new courses and designate by category quickly and easily Provide course information such as course provider, location of offering, and so on Set credit limits by course Set accreditation periods per regulatory requirements and individual requirements The following features are particularly relevant to end users. From the Personal Profile view, employees can quickly view: The number of credits required and remaining for a particular registration or certification The numbers of certifications attained The courses in which the employee is currently enrolled Competency and development management capabilities enable employees to: View a listing of all courses in which they are enrolled, status of approval for enrollment requests, and courses completed Submit approval for enrollment in firm-approved courses (internal and external) Select from a catalogue listing of firm-approved programs that may include programs for Continuing Education credits, for meeting job competency requirements, or courses for ensuring understanding of corporate policies (such as, Code of Conduct) 4

7 View assigned credits accorded to meet Continuing Education requirements Submit results upon course completion, such as a copy of a diploma Reporting and Analysis Accreditations Server Certifications Module provides the following reporting analysis capabilities. Generate predefined or customized reports (that is, as defined by business rules) by utilizing the comprehensive data capture and filtering capability. Generate reports in accordance with business processes per registration activities For example, a gap analysis displaying all insurance persons due for renewal in a particular month, or individual exemptions to a continuing education requirement. Reports can be generated with to the following criteria: Business unit Department / Branch, etc. Unique identifier Registration type Manager Location and/or Jurisdiction Individual (registered & non-registered) Create, read, update, and delete registration details Administrators can maintain a detailed view of registrations details with audit reporting capabilities; every change in the system is recorded, including time of entry, by whom, type of entry, and past audit trail information is archived as required. Accreditations Server Certifications Module enables employees to generate the following reports: Course Transcript A comprehensive report of all courses completed and in progress. The report includes the course grade, name of the course provider, and if applicable, the C.E. category and associated credits. Continuing Education Transcript A summary of certifications attained or in progress, as well as those taken, the number of credits required by category, and the number of credits earned. Employee Progress Analysis For example: If an anti-money laundering course is delivered as an online learning module using Accreditations Server s Learning Module, an employee can view a complete picture of their course status such as what parts of the module have been completed, what remains to complete for course credit, test results, and status of test attempts, and so on. (Accreditations Server Learning Module has a built-in test delivery functionality.) 5

8 Smart Reporting Accreditations Server Certification Module s smart reporting capabilities enable customized reports and notifications to be proactively scheduled and delivered to management and employees. Communicate Key Performance Indicators (KPI) to decision-makers Generate recurring status reports to employees, branch managers, etc. Notifications and messages can be: Sent via to users Stored in the database for tracking and audit Made available for viewing online Process Management Accreditations Server Certifications Module provides the following process management capabilities. Recurring status reports can be automatically generated and delivered to employees, branch managers, and so on. Notifications can be sent via to users, stored in the database for tracking and audit, and made available for online viewing. Task Management Create, delegate, and track tasks for employees. Track activity against tasks, monitor late tasks with notifications, and proactively notify task holders. Report and inquire on tasks from various perspectives, such as enterprise-wide or pertaining to a single department. Employees can submit notices of material change, report course completion, and advise managers when profile changes are required. Event Management Implement business rules to automatically notify management of milestones and events. Enable the execution of business processes based on event occurrence, such as new employee registration. A business rules engine evaluates user-defined rules when data is modified or received from a defined source. Events can trigger business process to execute notifications, including reports and documents to employees, management and other key personnel. 6

9 Administration Accreditations Server Certification Module provides the following key capabilities applicable to management and training departments. Employee profile management Administrators can manage detailed employee data entries, as well as sort and filter employee data for reporting. Transcript generation Administrators can generate detailed records to provide employees or managers with detailed course results. Specify security levels on employee information Administrators can define what components of employee data are reportable and what are non-reportable. This enables particular employee information to be visible by management only. Track and manage employment history When employees relocate or are promoted within the company, all their personal data is easily rectified under the new location or business unit. System Configuration & Security Establish system permissions and view-access parameters Accreditations Server Certifications Module supports a large volume of users and multilevel views, including employee, manager, and administrator. Import data from existing electronic files Automatically populate database fields during initialization based on existing content, such as user data. Or populate the database manually and confirm accuracy through detailed system checks and manager reviews. Automatically generate new password to manage employee access Enforce password expiry, requiring users to select a new password after a specified duration, and prompt users when expiry is pending. Data Auditing Allow users to view the history or changes of any column of data in the system Fully configurable (that is, any field of date in the system can be configured to be audited) Establish a rules hierarchy that enables different divisions to operate under unique business rules, rather than forcing a specialized unit to fit a static platform. 7

10 Contact Information Derrick Stanford Senior Account Executive Open Text Corporation Toll Free in Canada Outside of Canada (506) Kathleen White Program Manager, GRC Group Open Text Corporation (905) Sales Corporate Headquarters European Headquarters North America Sales International Sales Frank Tompa Drive Waterloo, ON N2L 0A1 Canada Phone: Fax: Technopark 2 Werner-von-Siemens-Ring 20 D Grasbrunn Germany Phone: Fax: If you are an Open Text partner or customer, visit online.opentext.com for more information about this and other Open Text solutions. Open Text is a publicly traded company on the NASDAQ (OTEX) and the TSX (OTC). Copyright 2009 by Open Text Corporation. Open Text, The Content Experts, and Livelink ECM are trademarks or registered trademarks of Open Text Corporation. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved. 8