3. Manage experts in AlSuite Central

AlSuite enables you to manage CV information of an expert in your organization space and to export an expert CV to different formats (EU, World Bank, GIZ, and KfW). One special aspect that we shall also explain regarding CV management is the separation of organization space from expert space. This set up enables the organization to manage expert CV content within the organization and the expert to manage their CV in the expert space without interference. In other words changes made in the organization space remain there, just like changes made in the expert space. However, the organization is able to view expert CV content in expert space and even import relevant information to the organization space. How this is done will be explained in later sections of this chapter.

The Management of experts involves inviting experts to AlSuite Central (ACE) and managing an expert after they have accepted an invitation. Experts are managed in the unit "Project Management".

3.1       Manage expert invitations
AlSuite Central (ACE) experts are professionals invited by organizations using ACE to engage in specific projects for a given period of time. ACE experts are typically managed by Back Office Project Managers. After invitation, an ACE expert would have access to their own space within the AlSuite environment, where they would be able to interacting with different organizations to which they have been invited.

In order to invite an expert to join your organization, log into your instance of ACE go to "Hello" and in the drop down menu select Switch Unit -> select the unit "Project Management".
Once in the unit "Project Management", in Navi Bar2 click on "Experts" and then click on "Invitations" as shown in the image below:
Invite an expert to join your organization in ACE

You will be redirected to a new section called "Manage Expert Invitations" as shown in the image below. Here you are able to Invite an expert using the blue button to the right, search for experts invited, resend invitations, and delete invitations.
Section for managing expert invitations in AlSuite

In the above image, the expert Simon Ndira has been invited, but has not yet responded to the invitation - see status. All experts in the invitation queue will be listed here. You are able to search for experts using the search feature.

When you click on the blue button to the left "Invite an Expert" you will directed to the invitation window as show in the figure below. Enter
Form filed for inviting an expert to join your organization in AlSuite

An invited expert will receive an email with an invitation message to join your organization, including login instructions and a request to grant permission to the organization to use any information provided by the expert.

3.2       Manage expert CVs
In order to manage expert CVs, go to unit Project Management -> click on the button "Experts" and on the drop down menu "Manage CVs" as shown in the image below. You will be directed to a page displaying experts present in the database. Search for the expert you would like to manage and click on "View" to access detailed CV information of the expert chosen.
Page displaying experts in the database, for you select the expert whose CV you would like to manage

When you click on the button "View" for any selected expert, you are redirected to a page as shown in the image below:
Page for managing detailed CV information of an expert

In the detailed section you are able to edit bio data, edit contact data, expert CV, view basic information, view professional information, and view attachments. You are also able to view CV information in organization space and in expert space.

We shall explain these features in the next sections.

3.2.1 View data in organ space versus View data in expert space
Before we delve into other sections of the detailed CV, we would like to highlight an important feature of AlSuite with respect to the management of CV. 
  • Experts only join AlSuite by invitation. This implies that an organization must invite an expert to join AlSuite. It´s an exclusive arrangement.
  • With or without an expert joining AlSuite, an organization is able to manage expert CV in organization space.
  • CVs managed in an organization space belong and can be seen exclusively by that organization. Assuming you have two organizations X and Y, both managing the CV of expert Z; each organization would only be able to view their content of the CV of the same expert. Organization X cannot even know (at least from within AlSuite) that the CV of the same expert is present in organization Y.
  • When an expert accepts an invitation to join an organization, they land in their own space, i.e. the Expert Dashboard. Here they can maintain a copy of their CV. 
  • An expert´s CV that is maintained by the expert in the "Expert Dashboard" can be viewed by all organizations that have invited that expert to join their exclusive database. For instance, company X invites expert Z using their email simon@consultant.com. Expert Z joins company X and creates a copy of his CV in his own space. X is able to view this CV and even transfer relevant information from the experts CV to the organization CV of expert Z. Now, if at some stage organization Y also invites expert Z using their email simon@consulting.com, the system intelligently established that Z is in fact already present in AlSuite. Z is now simply linked to organization Y; he now belongs to both organizations, X and Y. In this case, organization Y is also able to access the CV information of expert Z that is present in the Expert Dashboard. They are able to create their own copy of the experts CV. However, organization X will not know that organization Y also has the CV of expert X, and they will not be able to see CV content in organization space.
  • While an organization is able to copy relevant information from the experts CV that is maintained by the expert in the Expert dashboard, an expert is neither able to view nor copy the replica of their CV that is maintained by an organization in the organization space.
In the image below captured from the section for managing the detailed CV of an expert in the unit Project Management, we can see the section "View data in organ space" activated.
Detailed CV section with "View data in organ space" activated
In the above image with Basic information of the expert "Simon Ndira" under section "Basic Information" we see a sub-section "Education". You also notice you can "Add" or "Add Multiple" education qualifications. You can also "Edit" or "Delete" present qualifications. Now these features that enable you to change the CV are only available in the organization space.

Take a look at the image below for the same view in expert space:
Detailed CV section with "view data in expert space" activated

In the above image we notice that there are no edit features. This is because we are viewing the experts CV maintained by the expert under "Expert Dashboard". One important feature here for an organization is the ability to import data from the expert CV to the organization CV - see the "Import" button below the sub-section "Education" in the image above.

Now let´s delve into the different functionalities that are present for editing the expert CV.

3.2.2 Edit expert bio data
Expert bio data consists of the gender, first name, last name, date of birth, nationality, civil status, and academic title (optional).

In order to edit expert bio data, go to the page for editing detailed expert data - see steps documented in section 3.2 Manage expert CV -> when there click on the button "Edit Bio Data" at the top left.
You will be directed to the form field for editing expert bio data shown in the image below. Make the necessary changes and click on "Save" or "Cancel" to abandon any changes made.
Form field for editing expert bio data

Note: In AlSuite all form fields highlighted red with an asterisk are compulsory, as is the case with gender, first names, family names etc. above. All form fields that are normal (black) are optional, as is the case with "Academic Title" in the above image.

3.2.3 Edit contact data
Expert contact data consists of phone number, address, email, Skype and country of residence. Apart from the country of residence, all the other fields are optional.

In order to edit expert contact data, go to the page for editing detailed expert data - see steps documented in section 3.2 Manage expert CV -> when there click on the button "Edit Contact Data" at the top left.
You will be directed to the form field for editing expert contact data shown in the image below. Make the necessary changes and click on "Save" or "Cancel" to abandon any changes made.
Form field for editing expert contact data

Enter the necessary contact data and click on "Save". If you "Cancel" no changes will be made and you will be redirected to the detailed CV section of the expert.

3.2.4 Edit CV Basic Information
Basis CV information includes education, publications, training, memberships, certifications, languages, key qualifications and skills.

In order to edit expert contact data, go to the page for editing detailed expert data - see steps documented in section 3.2 Manage expert CV -> when there go to the section "Basic Information" as shown in the image below:

Edit Basic Information in expert CV

For each section of a CV, e.g. "Education" as shown above, you are able to "Add" a section or "Add Multiple" sections using the buttons right below the section, e.g. sections "Education" and "Publications" in this case. At the extreme right, you are also able to "Edit" or "Delete" existing content.

Note: Expert data in the organization space belongs to the organization. Any information edited or deleted in the organization space is not reflected in the expert space and vice-versa. This is explained in more detail in later sections of this page.

3.2.5 Edit CV Professional Experience
Professional experience data in the CV includes the different assignments the expert has undertaken in his career, i.e. project, project period, position held, expertise, location, reference, main tasks executed / accomplished, contractor and client.
In order to edit "Professional Experience" information, go to the page for editing detailed expert data - see steps documented in section 3.2 Manage expert CV -> when there go to the section "Professional Experience" as shown in the image below:
Section for editing profession experience information of an expert CV

You are able to "Add" or "Add Multiple" professional experience information. For existing information, you are able to "Edit" or "Delete" from the CV.

3.2.6 Attach files to a CV
AlSuite enables you to upload attachments against each CV profile as shown in the image below.
Attachments uploaded against a CV profile

In the above image under "Attachments" there is a file described as "Getting started with OneDrive". You can upload as many attachments as necessary. While an organization is able to delete attachments loaded against a CV in organization space, they can only view and download attachments loaded in expert space.

3.3.7 Export CV to different formats
AlSuite enables you to expert CVs present in the platform to different formats, currently EU, World Bank, GIZ, and KfW.
In order to expert a CV, go to the page for editing detailed expert data - see steps documented in section 3.2 Manage expert CV -> click on "Export CV" as shown in the image bleow. Select the format of choice and begin the export process.

Activating the export CV feature of AlSuite

Note: Before fully exporting the CV, you may be requested to select further pertinent information, i.e. work undertaken that demonstrates the capabilities of the expert as shown in the image below:
When you initiate the export process, you are asked to select relevant undertakings before final export of CV

After selecting relevant tasks undertaken that show capabilities of the expert, click on the link "Export" and save your CV in .doc format at a given destination on your PC.

3.3.8 Search for experts
The robust search features of AlSuite enables you to search for experts present in the organization database using different search filters.
In order to search for an expert, go to the unit Project Management, select the link "Experts" in NaviBar 2 and click on the drop down menu "Search for Experts". You will be directed to the page where you can search for experts using different search filters.

See the image below for the different filters present.
The different search filters of AlSuite

Each search filter has a list of standard search data maintained be the organization below. In the image below, we see different entries against the filter "Areas of Expertise":
Standard search words displayed for the filter "Areas of expertise"

The standard search words per filter are maintained in the unit "Project Settings". Experts meeting a given search criterion (set of filters) will be displayed upon performing the search.



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