Unanet Administrators can manage user accounts via the People maintenance screens. These include the people profile (which is a series of tabs to manage overall people settings) and additional menu options (along the left side of your screen). These screens are comprised of several sub-screens that allow for the management of user attributes. These screens can be accessed via the People >> List option.
The add person () icon is available on several screens, including the people dashboard and people list screens. Users with the Administrator or HR Administrator role will have access to this functionality. Clicking on this icon will present the user with the People Profile screens (described further below).
Users can also edit () or view () people information via the People >> List option. The people profile is comprised of a series of tabs to manage overall people settings and rules.
When setting up a new user, there are a number of fields across the various tabs that are required. Which fields are required may vary depending on the property settings on your site, however, you will need to supply several fields regardless of the settings (e.g. Person Org, Username, Rate Effective Date, and more).
Click on a link below to learn more about each tab on the people profile:
Profile (general information about a user)
The Profile tab is used to collect general information about the user.
Effective with version 9.0, we have simplified the license counting scheme and all Unanet multi-product licenses (e.g. Project Portfolio, Project Tracking) now count all active users against the total allowable licenses (this includes all active users regardless of the roles assigned to the users).
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Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
Roles (user permissions)
The Roles tab is used to manage which roles/ permissions a user has. By using these roles, you can help manage what functionality a user will have available. Additionally, you may want to review the following to see other mechanisms that can be used in conjunction to further control / understand what data and functionality is available.
See Restrict View for additional information about controlling user visibility into people and project data.
See Who has access to Reports for additional information regarding which reports each role can see.
Several of the roles included on this screen cannot be assigned at the "global" level, but rather are reflected on this screen only if they have been established on a project basis (e.g. Project Approver and Project Lead). These check boxes will always appear grayed out, however, they will have a check mark when a user has been associated to any project with one of those roles.
In most cases, the various roles determine which menu options will be available. The current set of Unanet roles include:
These are administrative users that generally have greater system access and capabilities.
Administrator -- Access to Administrative menu options. When editing / viewing system data, no access restrictions apply (that is, the Administrators can view all data -- all people -- all projects).
HR Administrator -- Has same privileges as the standard Administrator role throughout the product except for Administrator menu options. Users with this role will only have access to the Reminders, Export, Accruals, Schedule and Time Populate menu options on the Administrator menu -- as well as the Approval Group, Accrual Plans and Email Template items under the Setup menu. HR Administrators also will not have the ability to grant the Administrator role to any user. This role can have its visibility limited by person organizations via the Organization Access screens.
These roles provide access to the Project menu options, Project Reports and Project Accounting Reports and possess varying degrees of project edit and approval capability. Several of these roles are assigned on a project by project basis via the Project Administrators screens accessible on the project profile.
Project Manager -- Users with this role are typically responsible for managing many aspects of a project and possess the ability to create and maintain projects. These users can manage all project attributes with the exception of managing Assignments and Plans (which requires the Resource Planner and Resource Assigner roles). This role can have its visibility limited by project organizations via the Organization Access screens. Users can be associated with individual projects or associated with entire project organizations.
A Project Manager can create projects and associate them with project organizations with which they have access (and only those project organizations to which they have access). This access is configured via the Organization Access screen (on the person profile).
Project Managers have access to all project level reports with the following exceptions (Earned Value, Margin and Revenue Recognition reports). If the Project Manager is granted the "Bill Rate Manager" or "Cost Rate Manager" roles separately, only Earned Value Reports will be accessible from the "Financial Reports" section of the Project Reports. If the Project Manager is granted both bill and cost rate manager roles, all of the "Financial Reports" will be available to them.
Project Managers will be able to view all time entered for projects to which they manage (or have an alternate Project Manager association and additionally projects to which they may have additional Project Manager or Project Viewer Organization Access). Project Managers do not require any specific People oriented Organization Access in order to view time charge against their projects.
Project Lead -- This role is not assigned to a user via the Roles tab, but rather is reflected on this screen if this user has been designated as a Project Lead for any projects (via the Project Profile >> Administrators screen). As such, this field will be 'grayed out', though it will contain a check mark if this user happens to be assigned as a project lead to any project. Project Leads have the same project permissions as Project Managers without being able to edit the values on the Project Profile tabs (except for a number of fields on the Budget tab which they can manipulate).
Although the Project Lead can create tasks under a project, they will not be able to create projects.
The Project Lead can assign all Project Administrator roles for a specific project with the exception of the Project Manager role.
The Project Lead will be able to view existing assignments and plans for the project but will not be able to assign or plan additional resources to the project unless they are granted the Resource Manager role.
The Project Lead has the same access to reports as the Project Manager.
Project Approver -- This role is not assigned to a user via the Roles tab, but rather is reflected on this screen if this user has been designated as a Project Approver for any projects (via the Project Profile >> Administrators screen). As such, this field will be 'grayed out', though it will contain a check mark if this user happens to be assigned as a project approver to any project. Project Approvers participate in the time and expense approval process for specific projects. See Project Profile >> Assignments and Plans for more information.
Billing Manager -- Users with this role will have access to the project level Billing configuration screens, as well as access to the Post and Invoice functionality. This role can have its visibility limited by project organizations via the Organization Access screens. Users can be associated with individual projects or associated with entire project organizations.
Billing Viewer -- This role provides for read-only access into billing related project reports. This role can have its visibility limited by project organizations via the Organization Access screens. Users can be associated with individual projects or associated with entire project organizations. Billing Viewers do not have visibility to the project profile billing configuration screens.
Resource Planner -- This role is necessary for the management of project Plans. This role can have its visibility limited by both people and project organizations via the Organization Access screens.
Resource Assigner -- This role is necessary for the management of project Assignments. This role can have its visibility limited by both people and project organizations via the Organization Access screens.
Resource Requestor -- This role is necessary for the management of project Resource Requests. This role can have its visibility limited by project organizations via the Organization Access screens.
Project Viewer -- This role provides for read-only access into project reports. This role can have its visibility limited by project organizations via the Organization Access screens. Users can be associated with individual projects or associated with entire project organizations.
A Project Viewer has the same access to reports as the Project Manager and Project Lead.
A Project Viewer cannot establish any Project Administrator roles (except for Project Viewer Alternates).
A Project Viewer can add and view Project Notes associated with a project (unless specifically restricted by role per note).
Customer -- Access to project approvals and three project oriented reports, including Project Time Detail, Project Expense Detail and Actuals Summary.
A Customer can add and view Project Notes.
A Customer can configure alternate Customer alternates (via the Project Administrators screens).
See Project Profile >> Administrators for more information.
These roles provide access to the People Reports and facilitate the management of time and expense approvals.
Manager -- Provides access to the People menu options (except for List which is an Administrator option), and People oriented reports. This role is necessary for a user that you would like to participate in the Manager Approval process of submitted time or expense data. This role can have its visibility limited by person organizations via the Organization Access screens. Managers can always access information related to those users associated with their approval groups.
Viewer -- This role provides for read-only access into the people reports. This role can have its visibility limited by person organizations via the Organization Access screens.
Timesheet User -- Provides access to the Time menu options, with some limited capabilities on the Project menu. This role is only available if you have the Time module.
Expense User -- Provides access to the Expense menu options, with limited capabilities on the Project menu. This role is only available if you have the Expense module.
UnaSource User -- This role determines if the activities related to People Planning can be performed for the user (e.g. define skills, create planned work entries). This role is only available if you are licensed for the People / Planning functionality.
Cost Rate Manager -- The "Cost Rate Manager" role (ie permission) allows these users to view sensitive cost rate information throughout the application. Without this role, a number of screens and reports suppress the display of cost rate information.
Note that Administrators and HRAdministrators do not require this role to see cost information. Thus, this role only applies to the following roles:
Manager, Project Manager, Project Lead, Project Approver, Project Viewer, Resource Planner, Resource Assigner and Viewer.
The unasource.allow_cost_rate_edit property can further be used to control whether cost rate and budget fields are editable or read-only (for assignments, plans, project labor categories as well as project and task budget information).
Bill Rate Manager -- The "Bill Rate Manager" role (ie permission) allows these users to view sensitive bill rate information throughout the application. Without this role, a number of screens and reports suppress the display of bill rate information.
Note that Administrators and HRAdministrators do not require this role to see bill information. Thus, this role only applies to the following roles:
Manager, Project Manager, Project Lead, Project Approver, Project Viewer, Resource Planner, Resource Assigner and Viewer.
The unasource.allow_bill_rate_edit property can further be used to control whether bill rate and budget fields are editable or read-only (for assignments, plans, project labor categories as well as project and task budget information).
Designate this user as a TBD Planning Resource -- This option will only appear if your system is running with the Project Portfolio Plus license. Users that have this check box checked cannot have any other Unanet role. These user accounts are intended to be used for planning purposes, and cannot be used for system access (ie log in is disabled for these user accounts).
When this license is in place, several Unanet reports, including the People / Resource Periodic Allocation report / chart, People / Resource Periodic Headcount report / chart, and the People Summary Performance report / chart, have additional controls to include/exclude these TBD Planning Resource users from the calculations.
Note there is no correlation between the number of allowed TBD Planning Resources and the number of Planning Only licenses purchased with the Project Portfolio Plus license.
See Restrict View for additional information about controlling user visibility into people and project data.
See Who has access to Reports for additional information regarding which reports each role can see.
Also note that the lower portion of this screen (Alternate Roles) contains a report showing which other roles this user may have as a result of being another user's Alternate, either at the global level or at the project level.
Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
Time (time specific user attributes)
The Time tab is used to manage attributes related the time recording.
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Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
The time periods field will be available for changing only until a user has created a timesheet using that time period definition. Once a timesheet exists for this user, that field will become un-modifiable. If a change is needed, and the timesheet is in a status that could be removed, it is possible to remove any timesheets or timesheets for this user for this time period type and the field will once again be modifiable.
If you have a need to change a users association from one type of time period to another and they have timesheets that cannot be removed (or you do not want to remove them), you will need to engage the Unanet Support team for assistance (they will create a custom script to make the change depending on the answers you provide to the questions below).
When contacting Unanet Support for time period change assistance, supplying responses to the following questions will help expedite the request:
Who will this time period change effect? Is it all users or only a subset of users? Providing the specific username (and person_key is most helpful)
When would you like the time period change to take effect? It is best to make arrangements for the change prior to the desired date.
Are you switching the period type? (example: weekly - biweekly) - or just the date range of your current period type?
Has the new time period been created as yet? If not, you may want to go ahead and create the new time period with an appropriate begin date. Providing Unanet with a list of all of your time periods is helpful. As such, please include the results of the SQL statement -- select * from time_period_setup
What database platform are you running? Oracle or MS SQL Server?
What version of Unanet are you running?
Is dilution enabled on your system (unatime.cost.dilution.class – with the setting being anything other than zero).?
Other tips for a time period change:
Note that when making a time period change, time recorded after the effective date will be deleted. This may lead you to plan the change for a future period and notify your users accordingly to avoid entering future time.
During the transition time, it is important that no one who is being switched enters a future timesheet.
All users being switched will need to create their final timesheet for their previous time period association (having saved at least one entry on that timesheet).
Where possible, it is best to try and choose a time for the switch where one period ends, and the next begins (without leaving any gap or overlap).
Expense (expense specific user attributes)
The Expense tab is used to manage attributes related the expense reporting.
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Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
Rates (user effective date, classification, default cost element and rate information)
The Administrator has the ability to add rate and classification information for each user. This information is time bound by a begin and an end date. This time bound information includes Classification, Bill Rate and Cost Rate.
Since there should never be a gap in the date range, this screen will ensure there are none. When you add a new entry, you provide an effective date for the new record and the system automatically sets the new entries end date to EOT. Any record that previously existed for that person and date range is automatically adjusted to have an end date one day before the new entry begins. If there were entries existing that fell completely inside the new entry's date range, they are replaced by the new entry.
To add or change a rate entry, click on the add rate () icon. When you do so, the screen will resemble the following:
All fields are defaulted to the most current rates values, with the exception of Begin Date. If you choose not to add or change the rate information, you can click on the Cancel button to hide the editable record.
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IMPORTANT RATE UPDATE NOTE - When modifying or removing rate entries, do note that all non-LOCKED/non-EXTRACTED time entries that overlap the date range of the rates being changed, will be updated to reflect the modified rate information. For those timesheets that were already locked or extracted, see the Retroactive Rate Changes information below.
This screen can be used to change future rate information as well as past rate information. When editing an individual row, or creating a new rate entry whose date range overlaps time periods having extracted or locked timesheets, this screen can generate the appropriate timesheet adjustment records to reflect the changes. The Post Date of these adjustments will have the date that the adjustment was made (ie today's date).
Also note that rate adjustments can be made to locked or extracted timesheets via the Administrator Timesheet Adjustment screen on a timesheet cell by cell basis.
Note that an administrator cannot initiate a Timesheet Adjustment if the timesheet has a Pending End User Adjustment.
Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
Password (reset user password)
The Password tab is used to set or reset a users password. Note that passwords are case sensitive.
HRAdministrators cannot reset a password for Administrative users.
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Note: Administrators can set a variety of rules regarding password expirations, minimum length, valid characters sets, etc. Check out any of the unanet.password properties for more information. |
Note that hitting Save while on any of these tabs will save changes on all of the Profile tabs.
Other (additional user defined fields)
The Other tab will only be available if the People User Defined Fields are configured to be displayed in the user interface.
The fields on this tab allow for various types of input depending on how they have been configured, and are not visible on any other screens within Unanet (though they are available for export).
These fields are only visible on this screen, that is, they are not available to the user on the Preference tabs.
Once you have successfully added a user to the system, you can then manage additional attributes via the left menu options.
The Back to List link will return you to the previous list of people.
Each menu option is described further in the sections below.
Alternates (setup other users than can work on behalf of this user)
Skills (associate skills and proficiency levels with this user)
Credit Cards (setup credit card information for this user)
Payroll Info (supplemental fields to store payroll type information)
Default Project/Task (establish a default project / task for this user)
Organization Access (define which people / project organizations this user has access to)
Dilution (view and initiate dilution recalculation information)
Accruals (associate accrual plans with this user or adjust their accrual amounts)
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