Roles (and positions)

Positions/the role list is a list of all roles and positions that are relevant to the management system. You can add more data such as job description, required skills for this position/role, which position/role is superior, etc. The list contains, as the name suggests, both actual positions, but also roles that you develop over time in a business. There is no difference in functionality between positions vs. roles in the list, it is only a categorization of the same functionality and is therefore referred to for the sake of simplicity from here on as "Roles"

What is the role list used for?

When you tag a process or item in the system's lists, you can also tag it to a role. If you want roles to be part of your management system, you should therefore create the position/role list before drawing the processes. The role filter in the process map will show users relevant content. When you select a role, the resources displayed in the Resource view below the process map are filtered. If you want to use the roles for this function, it is important to define these early in the implementation to avoid duplicate work. If not, it can wait until an appropriate time.

Roles can also be used when sending notifications and read confirmations. You can then select one or more roles and the system will send out the message to all the people who are on the relevant role(s).

The role list is also very useful if you are going to use the system's competence function. For each role, you can specify which skills this role may need. And in each role you can tag one or more people. In this way, each individual employee's identity card can automatically retrieve all the competences that are tagged to their roles. It makes expertise work significantly more efficient.

There is a separate list called Responsibilities with the nickname RACI (Responsible, Accountable, Consulted, Informed), where you can define responsible users as roles per process. Responsibilities are shown in the Resource Summary for relevant processes and activities and are very useful for industries such as construction. Read more about this function here: https://simplisoftware.atlassian.net/wiki/spaces/QM365/pages/2503049278

Here you can a video that explains how to work with the positions- and role list list:

Competence - Register and edit a Position or Role