Supervisor User Manual (WIP!!)

🖥️ Anatomy of the CORE Team Dashboard

The Personnel Page

This is the first page that you will see upon logging into the application. The personnel page is typically the starting point for coordinators who want to search for deployable CORE members, or monitor pending applicant submissions for approval. To perform these tasks, the page consists of two main functionalities: 1) Search filters to help narrow down your search; and 2) Search results display (see visuals below).

Search Filters

Search Results

Search Results Table Column Definitions: “Active” Tab

Search Results Table Column Definitions: “Pending Approval” Tab

The Profile Page

Profile pages store individual BCWS member and applicant information. The member profile consists of six components:

1. Profile banner displaying information including the member’s name, member status (active/inactive), employee number, etc.;

2. Member Details section;

3. Member Availability;

4. BCWS section and roles that the member indicated they are interested and/or experienced in;

5. Skills & Certifications section; and

6. Notes section

Applicant Profile

While the applicant profile has the same six sections as the member profile, it also includes additional components, such as the pending applicant information banner and the intake requirements under Applicant Details, to help BCWS coordinators keep track of other applicant requirements for approval. To see how to approve an applicant to become a BCWS member, please see Reviewing and Approving Applicants in Chapter 3.

👩‍💻 What Coordinators can do in CORE Team

Reviewing and Approving Applicants

1. View “Pending Approval” List: On the Personnel page, scroll down to the search results table and switch to the “Pending Approval” tab.

2. Review Requirements Status: Review the submission status for “ParQ” and “CORE Orientation”. Note that applicants' supervisor approval and signed willingness statement are now included as part of the application. ParQ must be submitted via email, and the CORE Orientation video is also completed externally. Make sure to cross-check these items with applicant names in your fire centre email to confirm submission.

3. Go to Applicant Profile: In this case, if you have received the applicant’s ParQ, and/or they have confirmed they have completed their CORE Orientation, click on the applicant’s name in the search results to proceed to their applicant profile.

4. Click the “Edit” button on the top right corner of the Applicant Details section.

5. Update Intake Requirements Status: Under “Intake Requirements”, change the status for the received items (i.e., ParQ and CORE Orientation) in their respective dropdown fields.

   1. Select “Received” for ParQ.

   2. Select “Completed” for CORE Orientation.

   3. click “Save”.

6. Complete Review: On the “Pending Applicant Information Alert” banner, the list of items will be updated.

   1. Click “Approve as Member” on the right side of the banner. (This button will only appear when all four requirements are marked as “Received”/”Completed”)

   2. Click “Confirm” again in the confirmation pop-up.

7. The applicant is now approved into the program as a BCWS member. You can now schedule them for deployment, update their information, if needed, or change their status to “inactive”.

Finding Members to Deploy

Search filters: “Fire Centre/Home Location”

There are two main ways to go about using the Fire Centre/Home Location filter. The first one is using it find people who reside in a selected area (fire centre/home location). When choosing an option from this dropdown menu, you can either:

Select one or more fire centres only.	Select one or more fire centres, and then refining the search to include specific home locations within those centres.	Directly select one or more home locations without selecting a fire centre.

This filter automatically refines the search results to members who reside in the selected fire centre(s) and/or home location(s).

Search filters: Willingness to Travel

The second way is to use the Fire Centre/Home Location filter to search for members who are able to travel to a specific area. In this case, the fire centre or location that is selected refers to the area that you want to deploy the member to, instead of where people are coming from. To do this, you must:

1. Select a location;

2. Simply check the box that says “Show members willing to travel to the selected location(s)”.

The search results will automatically refresh, showing all members who are willing to travel to the selected area, regardless of where they live in the province.

Search filters: Specify experience level for Section/Role

If you want to find members who have a specific experience level for a section/role:

1. Select a role from the “Section/Role” dropdown menu;

2. If you only want to see people who have experience in the selected role (i.e., have previously sat on a role in past deployments) select “Experienced Only”;

3. If you only want to see people who do not have experience but are interested in the selected role, select “Interested Only”.

Search filters: “Availability/Date Range”

1. Select a status from the “Availability” dropdown.

2. Open “Availability Date Range” and click on a start and end date on the date picker. This will set the date range for the availability status selected in step 1.

3. In this example, the search results will be automatically refreshed to just members who are available any day(s) between June 10-17, 2024.

   1. “Available”: indicates that the member is available every day between June 10th and June 17th.

   2. “Available x of x days”: indicates that the member is only available for certain days out of the total number of days in the selected date range.

Reviewing deployable member’s profile information

Once you have found a suitable member, you can browse deeper in their profile to further assess their deployment readiness. Some actions you can do with the member profile:

4. Using the organization info displayed under “Member Details”, you can contact the member’s supervisor/liaison to confirm the member’s participation for an upcoming deployment.

5. You can also save important notes about the member in the Notes section to inform other coordinators.

Scheduling Members

Adding an Availability

1. On the member’s profile, you can update the scheduler by either clicking “Update Availability” on the top right corner of the section, or select a date block directly on the calendar.

2. Add a new availability in the pop-up modal.

   1. Select a start and end date for the availability date range. You can do this by clicking on the date picker or entering a valid date in the date fields.

   2. Click on one of the three statuses for the selected date range.

   3. If you are setting up a deployment, you can enter a valid Task/Resource Request number.

   4. Once you have added all the required details, click “Save”.

3. You will see the selected date range and availability status highlighted in the member’s schedule.

4. If you want to edit or delete an existing availability on the calendar, simply click on the date range on the member’s schedule and make changes in the Edit Availability Modal.

Editing Profile Sections

If you want to update any information under “Member Details”, “Sections & Roles”, and “Skills & Certifications”, simply click on the “Edit” button on the top right corner of each section.

Updating Member Details

Please see step 5 of Reviewing and Approving Applicants. The process for accessing the "Edit Member Details" modal is the same as for editing applicant details.

Editing Sections & Roles

1. Under section ranking, you can modify the member’s first and second choices

2. Add role under a BCWS section by clicking “Add Another Role”.

3. Select a role under “Role Title”, then select the experience level for the role.

   1. If you want to remove a row, click “Delete” next to said row.

   2. Once all changes are made, click “Save” to update the profile.

Edit Skills & Certifications

1. Adding a language

   1. Click “Add Language” to add a new row under the language section.

   2. In the “Language” field, type in one language name.

   3. Select the proficiency level for the language you just entered.

   4. You can add as many languages you want with the “Add language” button.

2. Adding a skill for a tool/software

   1. Under “Tools & Softwares”, click “Add Skill”.

   2. In the skill dropdown, select a tool/software option.

   3. Select the proficiency level for the skill.

   4. You can add as many skills you want with the “Add Skill” button.

3. Add a certification

   1. Under “Certifications”, click “Add certification”.

   2. Select the certification type in the “Certification” dropdown field.

   3. Enter the expiry date of the certification, if applicable.

4. Once everything is updated in this modal, click “Save”.

Add Notes

See Step 5 of Finding Members to Deploy.

🖥️ A Closer Look at the Supervisor Portal

Supervisor Portal Home Page

Supervisors will be directed to the home page (left) after logging into the portal with their IDIR. User Profile Menu: Click the profile icon located in the top right corner of the page to open the profile menu. This menu provides a quick way for users to log out. Home Page Banner: Provides general instructions on required tasks needed to be done by the supervisor and the deadline. as well as other details, FAQs: Click “Show FAQs” to expand and see more information about CORE recommitment. To collapse these details, click “Hide FAQs”. System Message Banner: Displays important messages about recommitment. Different messages will also be displayed here after you approve or decline an employee’s recommitment request. To dismiss a message, click the X on the right side of the banner. Pending Member List: You will be able to see all your employees who are part of CORE in this table. You can track their recommitment requests and statuses, as well as approve and decline their requests here.