Certification management system with candidate self-service
The candidate submits an application, chooses the appropriate assessment time and receives the documents. The center team follows the checks, evaluation and certification decision.
Documents of the candidate's experience, training and other requirements are presented in different formats. The reviewer must individually verify their validity and application for the selected assessment. The candidate waits longer for confirmation of registration and repeats submissions. The unclear basis of the verification complicates the answer as to why he or she may or may not yet be able to participate.
How the solution works
- The candidate's submission is verified against the eligibility requirements of the selected scheme.
- An assessment is organized and the result required for the decision is collected.
- An authorized decision determines the status of the document that is submitted to the candidate and to the allowed recipients.
Key challenges
- Candidate eligibility documents are checked manually
- The validity and renewal of the certificate is manually managed
- The basis of the certification decision must be restored after issue
- Planning for examinations, locations and assessors fragmented
- Question bank and exam content managed unevenly
- Controlling the identity and integrity of the remote exam is insufficient
- Employers find it difficult to verify employee qualifications and certificates validity
Solution capabilities
Application and eligibility
The candidate provides the evidence needed for a particular scheme, and the responsible employee confirms eligibility or requests replenishment.
Evaluation registration
Time and the assessor are selected according to competence, capacity and schema boundaries. Payment and registration states are separated.
Result of the evaluation
The result is linked to the rules applied and the review required. Practical evaluation material retains its origins.
Certification Decision
The document is issued only after an authorized decision. Renewal, restriction or suspension preserves the validity history.
Candidate and employer access
The candidate finds their papers and other action, and the employer only sees verification or order information for him based on reasonable access.
Business context
- Candidate eligibility documents are checked manually
- Documents of the candidate's experience, training and other requirements are presented in different formats. The reviewer must individually verify their validity and application for the selected assessment. The candidate waits longer for confirmation of registration and repeats submissions. The unclear basis of the verification complicates the answer as to why he or she may or may not yet be able to participate.
- The validity and renewal of the certificate is manually managed
- Validity of the certificate, conditions of renewal and accepted changes are tracked in separate tables. The information provided to the candidate does not always correspond to the last decision of the center. A person or employer may be late to plan the required update. Staff repeatedly checks the status and corrects discrepancies between the document and the register.
- The basis of the certification decision must be restored after issue
- The eligibility check, the scheme used, the outcome of the evaluation and the decision maker's authorisation are not linked to the certificate issued. It is unclear at the time of the audit or appeal on which the particular decision was based.
- Planning for examinations, locations and assessors fragmented
- Candidates' groups, assessors, facilities and equipment are combined in separate tables. It is not always checked whether all the necessary resources are available for a particular exam at the same time. The approved time has to be changed or part of the capacity remains unused. Candidates and their employers have to reschedule arrival and working time.
- Question bank and exam content managed unevenly
- Versions, topics, application conditions and usage history of exam questions are managed separately. It is not always visible what version of tasks are given to a specific group. It is more difficult to check the composition of an exam and explain its outcome. An outdated or misused question may require additional review of the candidates' assessment.
- Controlling the identity and integrity of the remote exam is insufficient
- Remote examination identity check, technical malfunctions and possible irregularities are stored separately. The decision-maker does not see all the circumstances of a specific event. It is more difficult to distinguish a reasonable violation signal from a connection or equipment problem. Candidate assessment can be delayed or limited without a sufficiently clear explanation.
- Employers find it difficult to verify employee qualifications and certificates validity
- Employee certifications are passed on through files that the employer checks separately. The employer does not have a summary of certificates for him or her and expected updates. It is more difficult for the employer to plan assessments and assigning suitable employees for the job. The center receives repeated requests to validate the same documents.
- The course of certification is clear to the candidate and his employer
- The candidate needs to understand the eligibility conditions, the time of assessment and the status of the document. The self-service that is attached allows administrative actions to be carried out and necessary adjustments to be seen. The employer can plan the renewal of the qualification of employees according to the rights granted, and the certification decision remains the competence of the responsible assessors.
Core features
- Application and eligibility
- Evaluation registration
- Result of the evaluation
- Certification Decision
- Candidate and employer access
Key integrations
- Sources of Examinations and Practical Assessment
- Accepted results, their evidence, and connections between valid versions.
- Register of documents
- Issue and subsequent status change response.
- Certification or Candidate Register
- The right to take the exam, the specific candidate and the result-taking response.
- Examination and identity tools
- Task version, saved answers, verifications and incident facts.
- Certification Register
- Document identifier, validated qualification or assessment and current validity history.
- Employer or holder access
- Data of the recipient of the document and information on his or her application for renewal.
Potential impact (%)
The ranges indicate an illustrative relative change in the metric under the stated assumptions. Results depend on the starting position and actual use of the solution. Percentages for different metrics must not be added together.
Time of the decision basis assembly
16–42%Decreasing
This illustrative scenario assumes that 40-70% of information searches and repeated cross-checks can be addressed. That share is assumed to fall by 40-60%. Company data is needed to verify both the addressable workload and the resulting change.
Measure the working minutes to prepare the basis for a verification-appropriate certification decision.
Sessions moved due to organization error
12–42%Decreasing
This illustrative scenario assumes that 30-60% of errors can be addressed through the data and rule checks described. That share is assumed to fall by 40-70%. Company data is needed to verify both the addressable share and the resulting change.
Counting sessions moved due to a pre-determined lack of resources or readiness.
Document status check work
16–42%Decreasing
This illustrative scenario assumes that 40-70% of information searches and repeated cross-checks can be addressed. That share is assumed to fall by 40-60%. Company data is needed to verify both the addressable workload and the resulting change.
Measure employee minutes for one properly completed status check.
Part of negative feedback on the organisation of certification
5–20%Decreasing
Indicative assumption: 20-40% of negative reviews relate to unclear certification organization information. The solution could reduce this proportion by 25-50%. This is a scenario of potential; assumptions need to be verified by feedback collected by the company.
When a company starts collecting feedback, negative reviews about the organization of certification are counted from all assessments received on the topic. The same method of assessment is applied before and after installation and similar customer groups are compared. Without initial data, the actual change is not determined.
Conditional calculation scenarios. The assumptions have not been validated against client measurements.
When this solution is relevant
- The certification decision requires a combination of candidate documents, evaluation results and endorsements from responsible professionals.
- The data of candidates, examinations and issued documents are kept separately, making it difficult to verify the status in force.
Implementation requirements
Rules for eligibility, assessment and validity of schemes actually in place are developed for the certification system. Access, renewals and suspensions of the candidate and employer must be based on authorised decisions and traceable statuses of documents.