Coordinators
Coordinators are responsible for a specific function in a specific area (e.g., a building or location). Coordinators ensure that all functions are covered by a sufficient number of representatives. If necessary, they appoint new representatives.
Thus, multiple coordinators may be responsible for a single function within a single location, organizing that function within their area of responsibility. To this end, the coordinator’s area of responsibility is defined. A coordinator may also be responsible for multiple functions.
Representatives
Representatives are appointed by the coordinator for a specific function within a specific area of responsibility. The conditions required for the appointment are documented on the appointment form. An employee may be appointed for multiple functions.
To appoint a representative, defined process steps must generally be followed, such as:
A potential employee is identified as a representative
The appointment is confirmed by the works council
The signed certificate of appointment is available
The employee has completed initial training
The requirements for the role are met
The employee can be listed as a representative for the role in the representative directory and, if desired, in the emergency contact list
Requirements
A coordinator has already been created.
Procedure in the FM Portal
Open the table Basic Data - Functions and Representatives - Functions.
Click New... in the list's toolbar. An empty form opens.
Enter the name of the role in the "Description" field (e.g., "First Aider").
In the Training Coordinator field, select the person who is generally responsible for conducting training for this role. Additionally, enter a code for the role.
If necessary, enter a reporting interval for mandatory reporting in the Training Planning section, as well as the interval at which refresher training for representatives of this role should take place.
You can also set a reminder for the next refresher training.
Check the "Basic Function" box if the function is relevant to all employees, e.g., for a safety briefing for all employees.
Note: This eliminates the need to explicitly assign employees to this role further down in the form. All company employees listed in the personnel roster can be invited to training sessions that include a Basic Role as content. Basic Roles are not displayed on the floor plan.
In the "Details" section, specify whether, for example, there is a reporting requirement or whether the function should be displayed on the floor plan.
Note: A paid workflow is required to use the Monitor Function field.
Click Save in the toolbar.
The function has been created. You can now either assign coordinators for this function via the Coordinating Persons section, or use the Basic Data - Functions and Representatives - Assign Coordinators to Functions form.