Summary

The Role Maintenance window is used to create and maintain the roles that are associated with user accounts or Human Resources module positions. Roles are used in the Payroll module Timesheets Approval process and define which employees can approve timesheets. 

You can create multiple roles for a single user account using this window (for example, you can create two unique roles and attach a single user account to each). If each user account should only be attached to one role, check to make sure the user account is not already attached to a role before creating a new role for that user account.

Step by Step

1     View the roles in the application.

• Open the Role Selection window (SS> Security> Role).
• The Role Selection window displays all of the roles that have been created in the application.
• Highlight a role and click the Delete icon or press DELETE to delete the selected role.
  • Roles associated with existing work flows or work flow templates cannot be deleted.
• Highlight a role and click the Modify icon or press ENTER to edit the selected role.
• Click the Create icon or press INSERT to create a new role. This will add a line item to the left section of the window and the fields in the Maintenance section will be blank to enter the role information.

2     Create or modify a role.

• The Role field is used to enter the unique title of the role.
  • If the role is associated with a specific position (for example, Police Department PR Clerk), you may want to include the name of the position in the Role field.
  • If the role is associated with a specific employee, you may want to include the name of the employee in the Role field.
• The Status field is used define the status of the role.
  • Only Active status roles will affect the functioning of the application.
• The Type drop-down menu is used to select how the role will relate to user accounts.
  • Select Position if you would like to associate the role with a Human Resources module position (HR> Maintenance> Position).
    • If you are using this role to approve timesheets in the Payroll module, associating the role with a position means that as employees change positions, they will automatically acquire the roles they will need to approve timesheets.
    • Positions are attached to employee records using the Employee Maintenance window (PR> Maintenance> Employee> General tab> Position field).
  • Select User if you would like to associate the role with a user.
    • User records are created and maintained using the User Account Maintenance window (SS> Security> User).
• The selection in the Type field determines the functionality and field label of the User/Position field. This field is used to select the user or HR module position you would like to associate with this position.
• The Function section is used to assign functions to the role.
  • Click the Create icon to open the Function Selection window. Highlight the function you would like to associate with the role and click the Confirm icon  .
    • You can attach multiple functions to a single role.
    • Select Department Clerk if the role is allowed to approve and modify the timesheets of all of the employees in the department selected in the Department column.
    • Select Department Head if the role is allowed access to Extended Budgeting Entries from the Budget Selection window in the EB module.
    • Select HR Contact if the role should receive HR contact messages generated from the Employee Self Service online application.
    • Select HR Employee Access if the role is allowed to access HR employee records and the Require functions to view employee records toggle is checked on the HR Setup window.
    • Select PR Employee Access if the role is allowed to access PR employee records and the Require functions to view employee records toggle is checked on the PR Setup window.
    • Select Requisitions Clerk if the role is allowed to approve and modify the requisitions submitted by the department selected in the Department column.
    • Select Receiving Clerk if the role is allowed to receive purchase orders for the department selected in the Department column.
  • Highlight a function and click the Delete icon to remove the function from the current role.
• The Department section is used to associate the functions attached to the role with departments.
  • Highlight a function and check the toggles next to the desired departments to associate the role's function with those departments.
    • For example, if the new role should be able to approve timesheets for all employees in departments 150 and 160, highlight the Department Clerk function and check the toggles next to departments 150 and 160.
  • Departments are created and maintained on the Department Maintenance window (SS> Maintenance> Department).
• Click the Save icon when complete to save the role.