The Role Setup section of the application allows you to create, edit, manage, and assign roles within your workflow. This guide will help you navigate the Role Setup page, perform essential tasks, and understand the various features available.

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Navigating the Role Setup Page

1. The Role Setup page continues the use of widgets as seen on the dashboard page. Each widget is intended to provide a workflow summary and, by selecting each widget, you are able to access the reporting page to gain further insight to your workflow progress:

• Roles Created: See the number of roles created in the past 30 days.

• Roles Ready for Objectives: View the number of roles with completed RPS awaiting Training Objectives.

• SME Assignment: Check the number of roles assigned to SMEs for comment or review.

• Search Role: To search for a role or filter those shown begin typing in the Search box.

The Role Setup Screen

Editing and Assigning Roles

1. On the lower portion of the Role Setup screen you can see a list of the roles that are in progress/have been completed by your team and key progress and setup data. Depending on your account settings and the number of roles you ‘own’ you may have numerous options for each role within your team.

   • Edit Reference Number: Used to edit the Role Reference Number.
   • Edit Role: Used to edit the Industry, Sector, Location, Reference Number and Role Description.
   • Change Role Owner: Used to move a role to the selected user’s workflow. This transfers your ability to edit the role to the new owner.
   • Assign Role: Used to ‘send’ the role to a collaborator for review. Assignees can view the role and make comments against key areas but can not edit the role.
   • Copy Role: Allows users to make a copy of an existing role. Users can select the data items to be included in the copied role.
   • Delete Role: Allows users to delete a role. Once it has been deleted it cannot be recovered.
   • Set TRAD Sign Off: Allows users to sign off the Training Authorisation Document. This can only be done once the Training Needs Report has been completed.

Importing Roles

1. Shadow allows you to import role data of various maturities, including Role Scalars, Role Performance Statements (RPS) and Formal Training Statements (FTS) using downloadable templates to format the data correctly prior to import. Shadow utilises a comma separated variable (CSV) file format to facilitate the import process from a range of source documentation, and uses advanced error checking processes to ensure that data is coherent prior to import.

2. Import Data: Click on the “Import Data” button to import role-related data such as a Role Scalar, RPS, or FTS.

Import Role Data

1. Select Data Type: Select which type of Role data you wish to import, a Role Scalar, RPS or FTS.
2. Download the template: Select the download option to save the CSV template which must be used for the import process.
3. Populate the CSV template: Ensure that when populating the CSV template you follow the exact data structure as shown in the example data provided.

Import Data Structures

<aside> <img src="/icons/arrow-down-line_purple.svg" alt="/icons/arrow-down-line_purple.svg" width="40px" /> Role Scalar Import

The TYPE field in the template relates to whether the item is a: DUTY (D) TASK (T) SUB TASK (ST)

The DESCRIPTION field in the template is where the Duty, Task or Sub-task should be entered.

The EXTERNAL REFERENCE field in the template allows for the entry of DSAT compliant numbering.

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<aside> <img src="/icons/arrow-down-line_purple.svg" alt="/icons/arrow-down-line_purple.svg" width="40px" /> Role Performance Statement Import

CONDITIONS may be assigned at time of import as: WHERE conditions WHEN conditions WITH conditions OTHER conditions Each condition MUST be separated by a | symbol. Eg. Daylight | On operations | Given access to PPE

STANDARDS may consist of 2 part names, a Reference number followed by a title (Eg. JSP xxx - Manual of defence xxxxx) separated by a tilda symbol (~). Each standard MUST be separated by a | symbol. Eg. JSP123~Manual of abcd | AJP321~Doctrinal publication xyz

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<aside> <img src="/icons/arrow-down-line_purple.svg" alt="/icons/arrow-down-line_purple.svg" width="40px" /> Formal Training Statement Import

The Training Category Grade field in the template relates to which part of the FTS each item has been imported from. Only the following values can be entered: TPS WTS RTGS

The IsC?, IsL? and IsA? fields are used to populate the CLA columns of the FTS on import. Where applicable each entry should be marked with an X.

The Reasons, Consequences and Type of External training fields may be left blank by any data entered here will populate the appropriate sections of the RTGS.

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Import Errors

1. Data that is not correctly entered will be identified by Shadow during the upload process and, where applicable, an error message will be shown to indicate where in the data the error lies.

Import Error Checking

Import Success and Preview

1. Successful imports will summarised by Shadow so that users can have confidence that all data, input as part of the import process, has been captured.

Import Summary

1. To preview the data to be imported select the preview window. Once the data has been reviewed ensure you select confirm to finalise the import.

Import Preview

1. To restart the import process select Reset at any time.

Creating a New Role

1. There are two methods that Roles can be created from scratch, the first is using the Create Role button and the second is Create Role (SIFT).
2. Using SIFT firstly requires the permissions to be turned on in the Admin page, if your team has access to SIFT you will see the Create Role (SIFT) button in the Role Setup Page.
3. When you click on the generate button using SIFT, Shadow is analysing all of your documents to understand the requirements of the role.
4. To make use of SIFT, you must have the relevant documents uploaded to the database so that Shadow is able to access them and interrogate them.
5. Be aware that for this function to operate effectively, the data provided to SIFT must be of a sufficient standard.
6. If you want more information on SIFT, please contact the Agilexe Technologies team.

Creating a New Role without SIFT

1. To create a new role click on the “Create Role” button on the role setup page and then enter your required role information.

Creating a New Role

1. Click the “Generate” button, Shadow will analyse the provided information and generate a detailed role description.

2. After a short delay the Role Description will be displayed. If you are not satisfied with the content, you can click on the “Regenerate” button to create a new description or add additional content or make necessary edits directly in the Role Description cell.

3. Once satisfied with the Role Description, click the “Save” button.

4. After saving the Role Description, you will be taken to the Role Tasks page to begin defining tasks associated with the role.

Creating a New Role with SIFT

1. To create a new role using SIFT, click on the “Create Role (SIFT)” button on the role setup page and then enter your required role information.
2. The process of producing a role description is the same as above, the only difference is that when you press generate it is searching the documents you have loaded to the SIFT database.
3. You must ensure that when creating the role description that you have selected the correct Sift tag from the drop down menu.
4. When the Role Description paragraph is returned, it will also provide you with the reference of where the information came from.

Creating a New role using SIFT

1. If you would like to know how to setup a sift store, please go to the admin support section and visit the Admin - Create Sift Store
2. For more information on how to navigate and complete activities in the Role Setup Page, please see the Step-by-Step Guide below.