PIMS Roles and Responsibilities

The Program Impact Management System (PIMS) uses different roles to make sure each user has access to the information and tools they need. This FAQ explains the four primary roles and how they work together to support Program and Course delivery, participant development, and impact measurement.

What roles are available in PIMS?

The primary roles in PIMS are:

• Program Administrator

• Program Leader

• Coach

• Participant

Each role has different responsibilities and levels of access based on the work the user needs to perform.

What does a Program Administrator do?

A Program Administrator manages PIMS for their organization. They can manage Programs, Courses, Program Leaders, Coaches, Participants, Cohorts, and reporting.

Program Administrators help configure how Programs are delivered, manage the people involved, monitor participation and progress, and review reporting and impact information. An organization can have more than one Program Administrator.

What does a Program Leader do?

A Program Administrator manages PIMS for their organization. They can manage Programs, Courses, Program Leaders, Coaches, Participants, Cohorts, and reporting.

Program Administrators help configure how Programs are delivered, manage the people involved, monitor participation and progress, and review reporting and impact information. An organization can have more than one Program Administrator.

What does a Program Leader do?

A Program Leader helps manage the day-to-day delivery of Programs and Courses within their organization. They can create and manage Courses, assign Coaches, add and manage Participants, organize Participants as needed, and monitor Course delivery and progress.

Their role is focused on making sure Courses are properly set up, the right people are involved, and delivery remains on track.

What does a Coach do?

A Coach supports Participants enrolled in the Courses assigned to them. Coaches can view their assigned Participants, review assessment activity and available assessment reports, and use those insights to support participant development.

Coaching conversations and other direct communications take place outside PIMS.

What does a Participant do?

A Participant uses PIMS to complete the activities assigned to them through a Course. These activities may include assessments, online courses, and pre- and post-course impact surveys.

Participants can monitor their progress and access their own available assessment reports. They cannot edit their own profile information in PIMS or access another Participant's information.

Who can manage Programs?

Program Administrators create and manage Programs for their Organization. They can create Programs, configure Program settings and terminology, and manage the Program lifecycle.

Program Leaders can view the Programs available within their organization and use them as the basis for Course delivery.

Who can manage Courses?

Program Administrators and Program Leaders can create and manage Courses within their Organization. This includes selecting the Program, managing Course details, assigning Coaches and Participants, managing the Course roster, and monitoring delivery.

Who can manage Program Leaders and Coaches?

Program Administrators can add and manage Program Leaders within their Organization.

Program Administrators and Program Leaders can add Coaches and assign them to Courses so responsibility for supporting Participants is clear.

Who can manage Participants?

Program Administrators and Program Leaders can add, import, organize, and manage Participants within their Organization. They can assign Participants to Courses and manage their Course participation.

Coaches can view Participants associated with the Courses they are assigned to so they can support those Participants and review their available assessment information.

How can Participants be organized?

PIMS allows authorized users to organize Participants into named Cohorts. Cohorts make it easier to organize, search, filter, and select groups of Participants, and a Participant can belong to more than one Cohort.

Cohort membership is separate from Course participation, so organizing Participants into a Cohort does not automatically enroll them in a Course.

Can Participants be imported in bulk?

Yes. Program Administrators and Program Leaders can import multiple Participants instead of entering each Participant individually.

The import can include Participant information and optional Cohort information. PIMS provides a preview so users can confirm that the information has been mapped correctly before completing the import.

Can we have more than one Program Administrator?

Can we have more than one Program Administrator?

What information can Coaches access?

Coaches can access information about Participants associated with the Courses to which they are assigned. This includes participant assessment activity and available completed assessment reports that can help support individual development.

Coaches cannot use their role to access Participants outside their assigned Courses.

What can Participants see in PIMS?

Participants can see the activities assigned to them, their completion progress, and their own available assessment reports. They cannot see another Participant's activities, progress, survey responses, or reports.

Why does PIMS use different roles?

Different roles help keep PIMS simple, secure, and relevant for each user. Each person sees the tools and information appropriate to their responsibilities, while organization and Participant information remains appropriately controlled.