7 Steps to Better Qualification Management


On average, most of the responders who we talk to have in excess of 25 qualifications per responder. The volume of expiration dates and refresher courses creates a large data management burden, if you are to do it correctly. Below are a list of items to consider if you are managing a team or even your own personal collection of qualifications. D4H Personnel can automate and centralize a lot of these for you.

1.) Track Dates and Set Up Alerts

It is not enough to just keep track of the expiration dates, it is also important to set up a system for alerting prior to expiration. This allows for a more proactive approach in giving you enough time to book or prepare for the recertification before the expiration date. Teams should try put something in place that will give alert and give responders enough time to book or prepare for the recertification before the expiration date.

2.) Include Documents That Can Expire

ID’s, driver’s licence and even passports (if you deploy or travel with your team) should be tracked like any other qualification with a date and alerts for expiration.

3.) Link Qualifications to Skills

It’s worth tracking the necessity of certain qualifications to perform a certain skill or rank. Often there are a number of qualifications that all need to be in place to perform a skill or rank and it is worthwhile grouping these and tracking as a unit.

4.) Streamline the Collection

There should be an easy and central way to gather the vast amounts of qualification data. Without a single portal for collection data will eliminate the need for disparate systems, email and spreadsheets being the systems of choice for most.

5.) Centralize Monitoring Systems

Similarly there must be a central go-to location to retrieve qualification information. Teams should aim to make referencing and finding qualification information easy. Without the required information at your fingertips, it is impossible to effectively manage your responders.

6.) Include Relevant Outside Sourced Qualifications

For many teams, it has been difficult to track the important qualifications that team members gain in their own time, outside of the mandated qualifications of their response team. Such extra qualifications could prove very useful and could enhance the knowledge and skill set of the entire team. For this reason, it’s worth making that these additional qualifications are recorded so that they can be referenced and activated as needed.

7.) Centrally Store Copies of Certifications

Having both online and offline access to the PDF or scanned copies of qualification certifications can prove important if responding out of county or with an outside agency.

Product Overview:

D4H™ Decisions is multi­-award winning Response Team Management software which is designed especially for the preparation, management, analysis, and prevention of incidents. The software is available as a complete suite or can be broken down into independent modules D4H™ Personnel & Training, D4H™ Equipment Management, and D4H™ Incident Reporting & Analytics.

Company Bio

D4H is the #1 information management software for emergencies and incidents worldwide. Recording over 15 million response hours per year, D4H solutions are deployed in more than 16 countries. Everyday we drive efficiencies within clients’ in public safety teams and private sector.

Founded in 2008 by Robin Blandford, combining his background in the Coast Guard with an accomplished team of computer scientists and emergency managers; D4H has injected global visibility into tens of thousands of operations on every continent in the world. Driven by a talented executive team, D4H Technologies’ mission is to provide the “Right Information When Things Go Wrong”.

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