Before set up

Before configuring course codes, an Access Group Consultant should have completed a session to enable Access LMS interfaces and complete the interface setup to Access Care Rostering. If this session has not yet been completed, please contact your account manager or project manager to arrange this time.

Configure training and qualifications

While details of past courses are updated automatically between Access LMS and Access Care Rostering, configuration of course renewal dates and deadlines should be completed within Access Care Rostering first. To do this, follow these steps:

Click Settings, then click HR.
Click Employee, then click Training and Qualifications.
Click the plus button.
Fill out the relevant information.
Click Save.

📌Note: If you set a qualification as mandatory for an applicant, this must be passed before the applicant is recruited as an employee. If you complete induction training or similar with your employees, this should be set as employee mandatory rather than applicant mandatory.

Name	Description
Description	This is the description of the new Qualification or Training Course.
Document Management	You can choose whether a document can be uploaded against this Qualification. If enabled, document upload is be optional.
Employee Mandatory	If ticked, you can enter the frequency (deadline) of when an employee should be completing this Qualification. You can also enter the warn frequency, which is how soon prior to the completion frequency is the Qualification show as due within Access Care Rostering. N.B. Training courses are assigned within Access LMS. Access LMS is the a system for training requirements, and therefore, we recommend that employee mandatory should not be ticked within Access Care Rostering.
Applicant Mandatory	If ticked, you can enter the frequency of when an applicant should be completing this Qualification. You can also enter the warn frequency, which is how soon prior to the completion frequency is the Qualification show as due. If ticked, this Qualification needs to be marked as passed before you can recruit the applicant. N.B. Only full employee records are sent to Access Workspace currently, meaning an employee must be hired before Access LMS can be utilised for training and qualifications.
Renewable	If ticked, you can enter the renewal frequency and renewal warn frequency for the Qualification.
Cancellable	If ticked, a cancellation date can be added to the Qualification if the employee is no longer competent for any reason. N.B. If cancelled within Access Care Rostering and the employee is required to complete the course again, this must be assigned within Access LMS.

Select employee types

Once you have created a new training and qualification.
Click the Employee Type Details tab.
Select the relevant employee types.
Click Save, then select the LMS Mapping tab.
Enter the relevant pathway code.
Click Save.

The pathway codes shown links the newly configured training/qualification record to the corresponding course and pathway within Access LMS. When an Access LMS User then completes a course within Access LMS, details of the pass dates are passed to Access Care Rostering and automatically update the training record within the employee record.

Course names and pathway codes

Course name	Pathway code
Acquired Brain Injury	eLFYAcquired
Adults with Incapacity (Scotland) Act	eLFYAWIncapa
Advanced GDPR	eLFYAdvGDPR
Appraisals	eLFYAppraisals
Asbestos Awareness	eLFYAsbest
Autism	eLFYAutism
Basic Life Support	eLFYBasicLife
Bed Rails	eLFYBedRails
Care Certificate Ancillary Staff	eLFYCCAS
Care Certificate Workbook	eLFYCCWB
Care Certificate Without Workbook	eLFYCCWW
Chaperoning	eLFYChaper
Child Sexual Exploitation	eLFYChildSE
Cleaning	eLFYCleaning
Clinical Governance	eLFYClinicalGov
Communication	eLFYCommuni
Conducting Effective Interviews	eLFYInterview
Conflict Management	eLFYConflictMgmt
COSHH	eLFYControlOSHH
COVID-19	eLFYCOVID
Customer Service	eLFYCustom
Data Protection	eLFYDataPro
Dementia Awareness	eLFYDemen
Diabetes Awareness	eLFYDiabet
Dignity & Respect	eLFYDignity
Display Screen Equipment	eLFYDisplay
Duty of Candour	eLFYDutyofCandour
Dysphagia and Texture Modification	eLFYDysphagia
Eating Disorders	eLFYEatingDis
End of Life	eLFYEndofLife
Epilepsy	eLFYEpilepsy
Equality & Diversity	eLFYEquality
Falls Prevention	eLFYFallsPrev
FGM	eLFYFemaleGM
Fire Awareness	eLFYFireAware
First Aid	eLFYFA
Fluids & Nutrition	eLFYFluids
Food Safety Level 1	eLFYFoodLevel1
Food Safety Level 2	eLFYFoodLvl2
Foot Care	eLFYFootCare
Health & Safety	eLFYHealthSafety
Immunisations & Vaccines	eLFYImmuni
Infection Prevention & Control in Community Care	eLFYInfectCC
Infection Prevention & Control	eLFYInfect
Learning Disabilities	eLFYLearnDis
Legionella Awareness	eLFYLegionella
Lone Working	eLFYLoneW
MAR Charts - LloydsPharmacy	eLFYMARChart
MCA & DoLS	eLFYMentalCA
Medication Administration Awareness	eLFYMedication
Medication in Community Care	eLFYMedicationCC
Mental Capacity (Northern Ireland) Act	eLFYMentalCapNI
Mental Health	eLFYMentalHe
Moving & Handling Inanimate Objects	eLFYMovingObj
Moving & Handling People	eLFYMoving
Oral Health	eLFYOralHea
Original Pack Dispensing	eLFYOriginalPack
Patient Consent	eLFYPatientCon
Personality Disorder	eLFYPersonDis
Person-centred Care	eLFYPersonCC
Positive Behaviour Support	eLFYPositiveBeh
PPE	eLFYPPEquip
Pressure Ulcer Risk Assessment	eLFYPressure
Prevent	eLFYPrevent
Professional Boundaries	eLFYProfBou
Record Keeping	eLFYRecord
Safeguarding and Protection of Adults	eLFYSafeAdult
Safeguarding Children	eLFYSafeChild
Safer Recruitment	eLFYSaferRe
Self-harm	eLFYSelfHa
Sepsis Awareness	eLFYSepsis
Sexual Harassment	eLFYSexualHa
Sexuality & Relationships	eLFYSexualLD
Sharps Awareness	eLFYSharps
Substance Misuse	eLFYSubstance
Time Management	eLFYTimeM
Topical Medication	eLFYTopical
Types and Causes of Urinary Incontinence	eLFYUrinary2
Urinary Incontinence - an Introduction	eLFYUrinary1
Venepuncture	eLFYVenep
Working at Height	eLFYWorking
Wound Care Management	eLFYWound

eCompetencies and Pathway Codes

Competency	Pathway Code
eCompetency - Dignity in Care	eCompDig
eCompetency - Fire Safety	eCompFire
eCompetency - Infection Prevention & Control	eCompIPC
eCompetency - Medication	eCompMeds
eCompetency - Moving & Handling	eCompMH
eCompetency - Safeguarding Adults	eCompSafe
eCompetency - Domiciliary Care	eCOMPDom

Viewing training records

If a training or qualification record has been configured with a pathway code, Access LMS then becomes the system for this data. For this reason, when you navigate to an employee record within Access Care Rostering, you see that the qualification is in read-only mode, so a course must be completed and passed within Access LMS in order to update this area in Access Care Rostering

Once the course is passed within Access LMS, this automatically update the employee record in Access Care Rostering within a couple of minutes.

Click HR, then click Employee.
Click Find, select the relevant employee.
Select the Training & Qualifications tab.

Integration messages

While the mapping of LMS Codes works correctly if configured correctly in both Access LMS and Access Care Rostering, if there are any issues, they can be viewed.

Click Settings, then click Other.
Click Integration, then click Messaging.

Notifications

Notifications inform you when Access Care Rostering has had items created within the configuration from other systems.
Once viewed, you can use the green button to acknowledge the message.

Inbound

This shows a message for each piece of data sent by Access LMS.
This includes all assigned courses, as well as those passed, so a lot of these messages areirrelevant.
It also includes messages regarding employees who are in Access LMS but not in Access Care Rostering, as these won't map.
The successfully passed data shows with a green tick.
Data that was not able to be brought into Access Care Rostering shows with a red warning triangle.
If the data is still waiting to be imported, then it shows with a yellow warning triangle, but this is only temporary, as it'll soon update to either rejected or processed.
It isn’t expected to view this daily or to check it for anything specific, it is just a list of all messages that could help Access understand any possible issues.

Outbound

This tab is for data being sent FROM Access Care Rostering and so does not affect the integration with Access LMS as the data only passes intoAccess Care Rostering.

Action Required

This tab shows any data that was sent from Access LMS, which should have been imported but was not.
Basically, this is for passed courses that did not integrate correctly.
If you click on the arrow to the left of the message, it shows you the content of the message.
The first box is the data that has been sent by Access LMS.
The second box is the specific issue with the data.
The third box is the value that is causing the issue.
While issues aren’t expected, if the Pathway Codes don’t match, it can cause an issue.
After viewing the issue, the mapping needs to be changed.
Do this using the processes already detailed in this document.
Then come back to the message and either within the message, click the green button and resubmit, or, if the same issue affected multiple messages, tick the boxes to the right hand side of the messages and click the green button and resubmit multiple at once.
If the change of mapping was successful, the message disappears and does not return.
If unsuccessful, they return and so click into them again and check the detail and then make the necessary changes in mapping.