Sounds complicated – and it is!
Competenz is the organisation, and it manages workplace training, training materials, e-learning and off-the-job training. Then assessments, confirmation of skills achieved and registering an employee’s success with the New Zealand Qualifications Authority.
What’s more, employers, trainees, assessors and your own administrative staff also count on Competenz to provide them with accurate, up-to-date information about them, their students, and a multitude of programmes. They also look to Competenz for web-based tools to manage whatever they are responsible for.
With such a wide range of administrative tasks and users, an extremely efficient portal is needed. One with an integrated front end to manage many menu options and users, and a single sign-on.
Competenz had disparate web apps to manage various users, tasks, courses and classes of information; essentially, a jigsaw of legacy components. As the enterprise grew, it became increasingly apparent that this system was not up to managing the complex, often interwoven, tasks and information that users needed from it.
For example, any given user would have to use different portals to access different functions. That also made security complex and difficult.
Intergen developed a single portal where users register by invitation. Once logged in, users can see links to the various sites and applications that either SmartTMS – an Industry Training Organisation trainee and CRM solution – or administrators have given them access to.
What each user has access to is determined largely by whether they are an administrator, tradesperson, assessor or trainee. In every case, a wealth of information is now easily accessible: trainees, for example, can view their personal details, courses they are enrolled in, qualifications achieved to date, training plans, course qualifications, training plan unit standards, and incomplete unit standards.
The technology is user friendly, and allows users to login via Facebook, Google, Microsoft or other social providers. Well-tested frameworks and new technologies were leveraged to provide a robust solution.
A dedicated website allows Competenz staff to authenticate and manage users. Keeping this site separate from the user portal provides greater security and also means it can be updated on a separate release cycle from the portal.
Intergen also managed Competenz’s training throughout the portal consolidation project and assisted in moving key portal-related infrastructure to the cloud, providing scalability and redundancy at a good price.
Competenz staff can now view up-to-date information about learners’ enrolments, training plans, and records of learning through a single site. They can also run training plan or record of learning reports by learner/employee, or in bulk by company. These functions can be carried out on either a desktop or mobile device.
Other users can easily access whatever information they need to through a single sign in. Future development will allow users to also conduct transactions, send communications, book appointments, and even conduct assessments online.
Intergen overhauled Competenz’s E-Services – including adding a mobile device access version of their site. SmartTMS was used as a point-of-truth for changes in accessibility and functionality.
The new Competenz portal amalgamates an HTML5 website – built using a responsive design to cater for mobile devices like phones and tablets – with Competenz’s legacy CRM system.
The business case
The tertiary education market is competitive and customers expect ready access to whatever information they need, as well as simplicity and ease in managing their participation. Competenz, their administrators, trainees, assessors and contractors needed smooth access to a wide range of information, which they can now access easily through the new portal – either online or through mobile devices.
The business value
Competenz can now do much more with their administration console:
- Mass updates
- Updating specific targeted groups
- Editing learners’ information
- Numeracy and literacy tests – providing and assessing
- PDF Reports
- Trainees can log in and see their personal records
Other valuable information that is now more accessible include:
- Company details
- Employees with no assessments completed in the last 90 days
- Employees past their expected training end date
- Employees who should be within 90 days of their training end date
- Employees in training