Subjects, Cases, Processes, all new words with our updated system. But what do they mean?
Customer: An organisation who has a live service agreement with Personnel Checks
Subject: An individual who will be subject to compliance processes, e.g. "Subject Access Rights"
User: An individual with a login to the system
Role: A set of permissions attached to a user, for example:
- Agent - somebody responsible for day-to-day compliance processes
- Admin - somebody responsible for administering the users in their customer account
- DBS-verifier - an Agent/Admin with the extra permission to verify Cases
- Payment Manager - Someone who can authorise payments
A User can have multiple Roles, and we recommend that all Users have "Agent" as a minimum, then add other roles from there.
Case: The working file that holds the details of a Subject as they go through compliance processes
Case Activity: Attached to a Case, an object that has a Type (e.g. DBS Enhanced), Started / Completed dates, result data etc
Decision: The recorded judgement of a Case or Case Activity after data has been obtained
Process: A pre-defined compliance process which Subjects can be processed through
Cycle: Attached to a Process, A cycle determines the interval at which subscriptions will create new cases
Subscription: The relationship between a Subject and a Cycle, has dates for first/last ran etc
Key Result: The salient points from a case activity, e.g. for a DBS check was it clear, and what is the certificate number
DBS-US: The DBS Update Service
Flag: A request for human attention on an another object in the system, e.g. Non-Clear DBS, can be cleared & re-activated.