Authorisation Expiry Reports - An Overview

Authorisation Expiry Reports provide Site Administrators with information about authorisations that are due to expire, have expired, or are not yet certified. Automatically generated and emailed every Monday, these reports help Site Administrators track the status of authorisations for individuals and organisations. This article outlines the report's key features and the information it includes.

Accessing the Report

Authorisation expiry reports are automatically generated and sent by email to Site Administrators every Monday. Users with a VR Portal login who have the Site Admin role will receive these reports if there are authorisations that require attention.

For more information on managing user logins and roles, please refer to the knowledge base article: My Site - Adding, Editing or Removing Logins.

Report Contents

The Authorisation Expiry Report includes the following information for both organisation authorisations and individual authorisations:

Expiring Authorisations: Authorisations due to expire within the next 30 days.
Expired Authorisations: Authorisations that have already expired.
Uncertified Authorisations: Authorisations assigned to individuals or organisations that are not yet certified.

If any authorisations for an organisation or its individual members are expired, expiring soon, or uncertified, all related authorisations will be included in the report. This means that even if some authorisations are still valid and not due to expire, they will still be displayed alongside those that require attention.

For an authorisation to appear in the report, the Auto Notify setting must be enabled for any assigned authorisations. This means that while the Auto Notify setting can be enabled or disabled at the authorisation template level, it must be specifically enabled for each assigned authorisation. This setting should be enabled by default for any assigned authorisations. If the Auto Notify setting is disabled for an assigned authorisation, it will not be included in the report.

To enable the Auto Notify setting for an assigned authorisation:

Navigate to either the Organisations or Individuals page in VR Portal.
Click on the icon in the Fit column for the organisation or individual. The authorisation window for the organisation or individual will appear.
Click on the name of the authorisation you want to enable the setting for. The authorisation window for that authorisation will appear.
Check the check box for Auto Notify.
Click on the Certify button to save the change.

Report Structure

The report is grouped by organisation, starting with the organisation's name, followed by any assigned authorisations. Below this, the individual members of the organisation are listed along with their respective authorisations.

Column Descriptions:

Organisation: Name of the organisation.
Name:
- Displays "Organisation Authorisation" for the first authorisation listed for each organisation.
- For subsequent organisation authorisations for the same organisation, quotation marks (") will appear in the "Name" column to indicate they are part of the same organisation.
- Individual members' names are listed below their respective organisation. If an individual has multiple authorisations, quotation marks (") will appear under their name to signify that the subsequent authorisations belong to the same individual.
Authorisation: The name of the authorisation template assigned, which can include types of certifications, permits, or inductions.
Mandatory: Indicates whether the authorisation must be current and certified when signing in. If it is not, access is denied.
Expire: The expiration date of the authorisation.
Note: Additional information, such as how soon an authorisation is expiring.

Example of Report Authorisation States

Below is a sample from an Authorisation Expiry Report focusing on Williams Fire Services as an organisation. The report captures various authorisation statuses for both the organisation and its individual members, illustrating the different states that authorisations can be in, such as expiring, expired, or uncertified.

Organisation: Williams Fire Services

Organisation Authorisation:
- Contractor Agreement: Expired (Expired on 05/10/2024)
- Contractor Pre-Qualification: Fit (Valid for 362 days to expiry on 04/10/2025)
- Safety & Indemnity Agreement: Expiring Soon (8 days to expiry on 15/10/2024)

Individuals:

Fred Willis:
- Contractor Induction: Expired (Expired on 01/10/2024)
- Site Safety Induction: Fit (Valid for 362 days to expiry on 04/10/2025)
Petra Williams:
- Contractor Induction: Fit (Valid for 362 days to expiry on 04/10/2025)
- Permit to Work (Hot Work): Uncertified (Not yet certified)
- Site Safety Induction: Fit (Valid for 362 days to expiry on 04/10/2025)

From this example, we can see that the Contractor Agreement authorisation for the organisation has already expired, while the Safety & Indemnity Agreement is approaching its expiration date. Additionally, under the individual section, Fred Willis has an expired Contractor Induction authorisation, and for Petra Williams, the Permit to Work (Hot Work) remains uncertified. All other authorisations listed have a Fit status, indicating they are currently valid and are not set to expire until a much later date.

Managing Authorisations Based on the Report

Site Administrators can use the report to take proactive measures in managing authorisations:

Identify Expiring Authorisations: Check the report to identify any authorisations that require attention, such as those that are expired, nearing expiry, or uncertified.
Recertify Expired or Expiring Authorisations: For any authorisations that have expired or are nearing their expiration date, assess whether they need to be recertified. If they do, recertify the authorisation accordingly. This can be accomplished by either manually recertifying the authorisation or, if applicable, resending an onboarding invitation email that facilitates automatic recertification once the necessary questionnaire has been submitted.
Address Uncertified Authorisations: For authorisations that are currently uncertified, take the necessary steps to ensure they are completed. This may involve following up with individuals to ensure they fulfil the requirements or sending reminders for any pending actions.

Update Records: Ensure that all documentation is up to date to prevent compliance issues.

For detailed instructions on how to certify authorisations for both organisations and individuals, refer to the knowledge base articles on Authorised Organisations and Authorised Individuals.