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       Invite an expert to join ACE
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 -> in Navi Bar 1 click on "Operations" -> select the unit "Project Management". You will be directed to the unit "Project Management". 
Once in the unit "Project Management", in Navi Bar2 click on "Experts" and then click on "Invite" as shown in the image below:
Invite an expert to join your organization in ACE

You will be redirected to a new form field where you should provide the first name, last name, and email as shown in the figure below:
Credentials to provide when inviting an expert to join ACE

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

3.2       View experts invited to join your organization in ACE
An expert will be shown in this list if they have been invited, but have not yet accepted the invitation. Once an expert accepts an invitation, they are removed from this list and transfer to the section for managing expert data.

In order to view the list of expert invited to join your organization in ACE, go to Navi Bar 1 and click on "Operations" -> select the unit "Project Management" -> in Navi Bar 2 select "Experts" and then select "View Invitations" as shown in the figure below:
View invitations pending action by experts invited to join your organization in ACE

After selecting "View Invitations" you will be directed to the list of experts invited. You are able to see the expert first name, last name, email address, date of invitation, status. Under "Actions" you can "Resend" the invitation if expired or "Delete" if no longer necessary. In the above image, an invitation is pending for the expert Simon Ndira, invited on 10th Jan 2019, with no response yet.

3.3 View and edit expert data
In the unit "Project Management", a project manager can view expert data, edit expert data, manage expert in organization space, view expert data in expert space, and search for an expert. In these section we explore these features.

3.3.1 List experts present in the database
In order to view experts present in the database, go to Navi Bar 1 and click on "Operations" and select unit "Project Management" -> in Navi Bar 2 click on "Experts" and select "View Experts" as show in the image below. The list of experts will be displayed.
Display list of experts present in the database

Tip: You can search for experts by first name, last name, or both using the search bar above the list of experts.

3.3.2 Manage expert CV
Once you have identified the expert of interest, click on "View". You will be directed to the section "Manage Expert CV" with detailed information on the expert, as shown in the image below:
Detailed expert information

The section "Manage expert CV" enables you to perform the following actions:

3.3.2.1 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 3.3.2 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.
Edit expert bio data

3.3.2.2 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 3.3.2 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.
Edit expert contact data

3.3.2.3 Edit CV section with basic information
Basis CV information includes education, publications, trainings, memberships, certifications, languages, key qualifications and skils.

In order to edit expert contact data, go to the page for editing detailed expert data - see steps documented in section 3.3.2 Manage expert CV -> when there go 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, "Education" 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 section 3.3.2.6 and 3.3.2.7 further below.

3.3.2.4 Edit CV section with professional experience data

3.3.2.5 Attach files to a CV profile
3.3.2.6 View expert data in organization space versus expert space
3.3.2.7 Import data from expert space to organization space
3.3.2.8 Expert CV to different formats








Tips: 
  • At any point in time, as an AlSuite user you are able to know which organization instance is active and which unit within the organization you are currently working in. This is displayed in the Top Bar as shown in the image below:
In the image above, top right bar, the user "Simon" displayed in the first row is working under the unit "Project Management" in the instance "AlSuite Central Test" displayed in the second row.
  • In AlSuite all obligatory form fields are red and denoted with a star, and optional fields are normal, i.e. black without any star denotation:
In the above image, all form fields are obligatory except the field "Exchange Rate".


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