Minor updates and code changes occur every day. Only significant or noteworthy updates are shown here. Updates shown with a gold background are (or were at the time) only available to Advanced HOPS members.

Search: Clear

Time Date

System Updates

Update 620 30 October 2019

Some new facilities have been added to facilitate the renewal of ID Cards. These are the initial plans, and, as always, feedback is welcome to shape the development of the system. It is envisaged that three processes will take place to renew ID cards: 1 - Department Confirmation. Each department will 'confirm' who still works for them, ie who they are agreeing has a genuine case for a renewed card. This is intended to be done by the manager of the department, using a new page called Department Confirmation. Permission 354 required. For each person in the list, the manager will choose 'Yes, this person is still in the department', 'No, remove this person from the department' [the person will be removed from the dept in HOPS], or 'No action'. The 'No action' option is designed to allow the list to be dealt with in stages, useful for especially long lists. If your department staff list is long, we recommend processing it in stages in case you get caught out by your HOPS sessions timing out while you're working your way down the list. The confirmation page also shows how many turns the person has done in the department in the last 12 months. For rostered departments, this will help manage the 'minimum turn' commitment, etc. For non-rostered departments this field isn't relevant. 2 - Confirming the User's Details are Correct This is intended to be conducted by the user themselves. It is envisaged each organisation will send their staff an email explaining that it's time to renew ID cards, and sending the following link to do so: https://www.heritage-ops.org.uk/user_details_edit.php?p=renew This is a link to the user details editing page, with some additional text connected to the renewal of ID cards. At the bottom of the page is a confirmation tick box that the user needs to tick to confirm their details are all checked and accurate. The ticking of the box saves today's date as the 'last checked' date for the user. 3 - Card Generation New cards will still need to be 'generated' (key word). A third tab has been added to HOPS > ID Cards > Generate ID Cards. The new tab is called 'Renewal'. This page lists all staff, and shows how whether any departments have 'confirmed' the person still works for them, and when it was last confirmed the user's details were accurate. If the person's details were last checked within the last three months, and the are confirmed to belong to at least one department, the 'Renew' tick box will automatically be ticked. It is possible to tick a person who isn't ticked by default, or untick a person who HOPS has ticked. The page loads with suggestions, but anything can be changed. There will then be a 'Generate' button on the page [Currently hidden]. This will generate the cards in the normal way, and they'll sit and wait in the Generated list to be Processed. [Until the 'Generate' button is enabled on this page, the renewals can't proceed further that this stage. The 'Generate' button will be along soon...!] Card renewals will be sent to users approx 2 weeks before their current card expires. (This ensures users don't immediately start using their new card and give the remaining time on their old card to another person to obtain any commercial advantages etc.) NOTES The 'last checked' date on a user's details can also be set via a manager editing the person's details on their behalf via Community > Staff List or Department > Dept Staff List. Department confirmation is reset every August. Any confirmations carried out before August won't count for a renewal at the end of the year. As all cards expire at or near the end of the year, confirmation and renewal would take place in the winter. Please don't start to 'renew' cards within the overlap period of your card expiries, otherwise your new cards will expire at the same time as your current ones! (Ie, if cards expire at the end of January 2020 with a three-month overlap, any cards renewed in October 2019 would only be valid until the end of January 2020. Cards renewed (or generated in any way) from 1 November 2019 would be valid to end of January 2021. If this doesn't make sense please contact us before proceeding. Even though the page is headed 'Renewal', it would work just as well for someone who doesn't already have a card, so it's no problem if you generate a "renewal" for someone who doesn't already have a card, it'll just work in the normal way. If any organisation wants to have renewals carried out on paper, ie for offline users, please let us know. As always, if there are any comments, please let us know.