Reviewing Compliance Warnings

As a Supervisor you will have a report that specifically identifies potential non-compliance by including any records of required training for relevant employees that are “Due within 30 Days” or “Out of Compliance”. 

Supervisor Help Excerpt
Please see “Help Materials for Supervisors and Participant Liaisons” for all resources.
Before reviewing your team’s warnings, you should first ensure your employee list is correct by refreshing your records.

 

  Follow these steps to refresh your records:

1). While logged into REPORTER and on “Home”, select the tab labeled My Team

2). You will see three sections that include employees list. Above those sections you should see the option to Refresh — select that option

3). You should see a small loading indication while the refresh processes. 

4). Once complete, you should see the updates reflected. If you don’t, please also reload your browser to ensure you are seeing the latest data. You can then return to your My Team tab to review which employees are listed.

Then, you can review the compliances warnings via:

1). Return to the My Team tab listing the users who have job data with you listed as as “Reports to”.  If the employee list on your ‘My Team’ tab is incorrect, please refresh your list as demonstrated above

2). Once there locate and click the Requirements panel option at the top of the page then select the Out of Compliance option.

  • Please note the columns included on this report were updated in March 2022, after the demonstration was recorded

3). If you would like to see more details about a particular compliance record, you can click to select it, then use the View Details button.

 

FAQs:

The NC State HR Peoplesoft system sends a file to REPORTER nightly that includes any active job records and the listed supervisor. Direct employees are those listed the supervisor in the ‘Reports to’ field in HR, and the additional members report to someone within your ‘chain of command’. Users that have employees reporting to them are automatically given  access to the My Team tab which gives them access to see information for those people.  On the ‘My Team’ tab when you hit “Refresh”, as demonstrated here,  the system will reload the employees in each panel per the following:

  • Direct Reports: Grab all persons with you in any of their ‘Reports to’ fields and put them in ‘Direct Reports’
  • Additional Team Members: Then, it grabs any employees that report to your direct reports, and continues down that path to gather anyone who reports to those report to / through you. So on until no reporting employees are left — these are ‘additional team members’
  • Team Members: If you have the Participant Liaison role, this panel will include anyone with job record under the OUC(s) you were provisioned

How soon should I expected to see a new employee in My Team list(s)? Employee data is sent to REPORTER depending on the hire date, or when the hire date was entered if the hire date was listed retroactively. New employees should appear in REPORTER within 24 hours of that date or when the date was entered if it is in the past.
What should I do if my list includes someone unexpected? Make sure that you have “Refreshed” your list with the latest information. If after refreshing there are still errors, follow up with you HR representative to determine if there is an error in the job record, and to correct it if there is. Once the record is corrected, REPORTER should update within 24 hours.

 

The REPORTER system receives active job record data from the NC State HR Peoplesoft system on a nightly basis. Each job record in the HR System includes a field which specifically identifies who the position “Reports to”.

Compliance notices to supervisors are optionally enabled by the training owner. Each training requirement is managed by the specific person or group that oversees the compliance regulation the training is related to. In addition to making the determination of who should or shouldn’t be assigned as required to complete, the training manager is responsible for the communications that are sent in relation to the training. The email warnings sent from REPORTER based on your Due Date are an optional notification that can be enabled or disabled at the training manager’s discretion. 

If enabled, an email is automated to send once weekly to those listed as the Supervisor of employees who are out of compliance for the Training. As Supervisors are determined by the employee’s HR job record’s Reports to’ field, the person copied on emails cannot be altered within REPORTER. The compliance notice to supervisors is also an option enabled by the training owner and is automated to send once weekly to Supervisors that have employees who are out of compliance for the Training. The notice acts as prompt for Supervisors to then review their team’s compliance warnings and follow up as needed. 

If data in REPORTER appears incorrect, or if a user does not have the expected supervisor access, they need to follow up with their HR representative to correct it. Once the record is corrected, REPORTER should update within 24 hours. 
Each training requirement is managed by the specific person or group that oversees the compliance regulation the training is related to. In addition to making the determination of who should or shouldn’t be assigned as required to complete, the training coordinator is responsible for the communications that are sent in relation to the training. The email warnings sent from REPORTER based on your Due Date are an optional notification that can be enabled or disabled at the training coordinator’s discretion.

  • How do I check if my employee has completed training?
  • What if an employee should not be assigned? Each training requirement has a specific contact person that oversees the process of identifying who should or shouldn’t be assigned as required to complete. In most cases, training can be unassigned (How to Unassign)  by a Supervisor. If unassign is not available, reach out the the specific contact for that requirement to request the person be unassigned — contact information can be found in the compliance warnings report as seen at go.ncsu.edu/supervisorhelp