EmployeeConnect. Cirrus System Admin User Manual. Think. Beyond. Version ec6.1 Last updated: 28th September 2015 by Lynn

Transcription

1 EmployeeConnect Cirrus System Admin User Manual Version ec6.1 Last updated: 28th September 2015 by Lynn

2 CIRRUS AN INTRODUCTION...4 USER TOP MENU...5 HELP...5 FAVOURITES...5 HRADMIN (AVAILABLE ONLY TO HR ADMIN USERS)...5 MODULES...5 REPORTS...5 SYSTEM (AVAILABLE ONLY TO ADMIN USERS)...5 SYSTEM...6 USERS...7 USER PROFILE...7 DIRECTORY INFO...9 ORGANISATION AUTHORISATION DELEGATION INTEGRATION DATA FILTER PREFERENCES LOGINS NEW USER USERNAME/PASSWORD USERS WITHOUT LOGIN LOGIN STATUS INACTIVE LOGIN DELEGATION ADMIN PASSWORD GROUPS/ROLES SECURITY GROUPS WORKFLOW GROUPS RE-DIRECT GROUPS NEW GROUP SYSTEM ROLES WORKFLOW WORKFLOW ADMIN WORKFLOW ACTIVITY ACTIVE STEP REDIRECT RESUBMIT DELEGATION TOOLKIT WORKFLOW PROCESS WORKFLOW TOOLKIT

3 NEW PROCESS PURGE INACTIVE ARCHIVE RENUMBER REMOVE SYSTEM DATA AUDIT CURRENT USERS RECENT LOGIN SUCCESSFUL LOGIN FAILED LOGIN LOGIN REMINDERS CHANGED PASSWORD LOG ACCESS LOG DATA AUDIT LOG WORKFLOW LOG INTEGRATION LOG BATCH LOG CONFIGURATION CONFIGURATION LIST VALUES EXCHANGE RATES HOLIDAY LEAVE TYPE PAY PERIODS IMPORTANT CONCEPTS

4 Cirrus An Introduction This manual is designed to help System Administrators use the EmployeeConnect Cirrus product. Cirrus is the first tier of the EmployeeConnect suite of products and gives a base use of core HR self service functionality. Cirrus uses the same basic principles as in all other EmployeeConnect products of workflow and security group access. Information contained within the Cirrus system is generally provided through an interface with the organisation s payroll system. The System Administrator is the person who maintains the users and the configuration of the system for your organisation. System administrators and HR administrators can be the same people or different people. This manual is for those designated as System administrators. HR administrators can view additional information within the HR admin manual. The Home and My Details menus and links are explained in the Employee User Manual

5 User Top Menu The user top menu appears on the top of your screen and shows the currently logged in individual s name with the Log Out button to the right. Help This link gives access to Help manuals Favourites This link displays a list of links you have selected as your favourites using the Icon on the left hand side of the top menu The Top menu also contains links to various parts of the system depending on your allocated security level and module access. HRAdmin (available only to HR Admin users) If an individual has been designated as having admin access, a link will appear on the top menu. This gives access to all employee information held within the system. Modules This link gives access to a number of optionally available modules. Reports This link gives access to all the standard system reports. System (available only to Admin users) This link gives access to the system management functions to enable system configuration

6 System The System menu consists of 9 panels which enable the administrator to control and configure users, logins, security groups, reporting managers, workflow, purging of records, audit reporting and the default configuration of the system

7 Users User Profile Administrators click on this link to update the profile information for each individual contained within Cirrus. To change the user information for an individual, click the Edit link to the left of the record. Clicking on the edit icon will display a detail form for the person selected

8 This form allows administrators to update all areas of a person s profile. The person name entered within the profile record is the name displayed within all reports and forms within Cirrus

9 Administrators can set a person s username and password through this form. Additionally, administrators can disable a person s login without making the person inactive by clicking the Login Enabled checkbox. If this is ticked, the person can login. If it is not ticked, the person will not be able to login to Cirrus even if they are active. (If a person does not have login enabled, administrators can still login on their behalf using the Admin password) If the start date of the profile is after today or the end date is before today, the person is considered inactive. (A start and end date do not need to be entered) The directory information saved within the profile will display within the company directory report. A valid address must be entered for each person to receive workflow notifications, reminders and other messages from Cirrus. Within the appointment section, a manager can be entered. This manager will only be used as the reporting person if no other appointment or position assignments are currently active. Information entered within the organization section of the profile are only used where no other information is available through position assignments. The user profile form gives administrators access to all profile information for an individual. Sections of the profile form are split out for ease of access. Directory Info Individuals that have been designated admin as their security group view the directory report slightly differently and are able to update the information To edit the work details of a person, click on Edit to the left of the record

10 Enter in the new data within the textboxes and click Save to submit the changes. Organisation The administrator has the ability to edit/update employee organisation information. This is similar to the Directory info report. Authorisation The administrator has the ability to view and maintain access authority. This is similar to the Directory info report. Delegation Administrators have the ability to view and update the delegation information for each person within Cirrus. The report shows whether there are delegations in place for each person. In the example shown above, Test01 user has delegated workflow, team information and login information to Demo. This means Demo can login as Test01 user, see Test01 user s team information and any workflow sent to Test01 user will be automatically redirected to Demo. To see or update the delegation information for a person, click the edit icon. (All users can also update their own delegation information)

11 For any type of delegation, a start date and end date can be entered. This means the delegation will not begin before the start date and will finish after the end date without any further intervention. If an end date is not entered, the delegation will continue until the person or the administrator, remove the end through this form. Login Delegation Giving a person login delegation means that the delegate can effectively login as the person. This should be used sparingly as the delegate will be able to see all the person s personal information. A person who has been delegated someone else s login will have a link appear on the home page. By clicking this link, they will be able to access the information for that person. Team Delegation A person with team delegation will be able to view the person s reportees within their staff reports. A person who has been delegated someone else s team will have a link appear within the home page. By clicking on this link, they will be able to see the additional information for the person s team. Workflow Delegation This is the most common form of delegation. It is similar to setting an out of office reply in an system. Effectively, the delegate receives all workflow steps that the person would normally receive until the delegation ends

12 Integration Administrators have the ability to view and update the integration information for each person within Cirrus. To update the integration information for a particular person, click the edit icon. Enter information in the list box and textbox provided and click the save icon. Integration groups and codes are only relevant to clients running an interface between the Cirrus system and their payroll system. Depending upon the interface, the group and code may not be necessary. If you are unsure about whether this is relevant to your organisation, please contact your EmployeeConnect consultant. Data Filter Administrators have the ability to view and update data filter information for each person. Data filters are used to limit the amount and type of records displayed in reports. Many people using Cirrus may not need to use data filters as they do not access many reports but those users who have people reporting to them may want to use data filters to limit the amount of data displayed

13 To edit a person s data filters on their behalf, click the edit icon

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15 A data filter is assigned to a person by the administrator and limits a person s access to certain records. This is especially important when a person should only be able to view records of a certain section of the organisation. Preferences Administrators have the ability to view and update each person s preferences. Preferences define how the system will be presented to each individual. To edit a person s preferences on their behalf, click the edit icon. (All users can also update their own preference information) Select or enter the options for each person and click the save icon. Report size By entering a number in this textbox, this defines how many records are displayed per page within reports. This means if 20 is set, all reports will display 20 records per page when this person logs in and views reports. It is important not to set this number too high as the higher the number of records, the slower the performance of the site. When there are more records than the set number in a report, multiple pages of the report can be accessed. LAF Each person can have a different look and feel defined. This means that each individual can select to have different colours and fonts displayed. The same links and functionality still appear, however. Date Format Since Cirrus can be implemented internationally, there is the possibility for confusion over dates. As such, each person can define how they view dates within the system

16 Currency Each person can set their choice of currency to be displayed. Charset Each person can set their choice of charset to be used.. Language If your Cirrus system has been configured to use multiple languages, each person will be able to set which language they would like the links and labels to be displayed in. Please note that any information entered into forms and reports by users will still be displayed within the language it was entered in. UTC By selecting the appropriate time zone for each person, audit logs and workflow timestamps can be more accurately assigned

17 Logins This section gives the administrator the ability to control user access for employees. New User Administrators can use the new user link to add a person to the system. There are multiple ways to add new people within the system. The new user link is usually used to add a person quickly who would not be inserted through a payroll or recruitment process

18 This is the same user profile form already described in the Users section of this manual. The information entered here is the minimum required to get a person active and able to login to the Cirrus system

19 Within the Cirrus system, the username should be in the format defined on the configuration record. This is so that the user is uniquely identified. If no username is entered upon submission of the user profile form, the default entered will be ClientID.PersonID Within the Cirrus system, there are a number of other ways to insert a new person. These include using the On boarding section, awaiting the information to be entered through the payroll interface and the add a new person within the Personnel module. It is up to the administrator to determine which method is best for the individual circumstance but only one method needs to be implemented for each new person added. Username/Password Rather than go into a person s profile record, administrators are given access to user password and username information through an updateable report. From this report, administrators can update whether a login is enabled, update the username, password and also provide a secondary form of verification. Enabled Only people with the enabled checkbox ticked will be able to login to the Cirrus system. To disable a person s access temporarily, uncheck the box. Password If the password has been set by an administrator through the user profile or this report, it will be displayed within the report as plain text. If the person has requested a new password through the reminder function or reset their own password, the administrator cannot see it and it will be encoded within the report

20 Verification Cirrus includes the ability to have a secondary verification source. This can be through the use of a mobile phone, RSA key or . Currently the only secondary verification implemented as a default is the . If a person has set within this report, each time that person logs in they will be required to enter an additional code sent to them via . The purpose of this additional verification is to ensure the correct person is logging in. This may be useful for those users dealing with sensitive information (such as payroll administrators). Implementation of the RSA key and mobile phone options require additional configuration. Users without Login This report shows all people that cannot currently log into the system. This can be because no username or password has been defined or because the login has not yet been enabled. To edit a person s information, click on the edit icon and fill in the appropriate textboxes. Once the appropriate information has been entered for a person to be able to login, they will no longer appear within this report. If a person has been entered through the New user link with no username entered, the system will automatically create a username based on the client id and person id. The person still will not be able to login until the login is enabled and a password created

21 Login Status This report shows administrators the current status of each person s ability to login to the system. (Note: this report is time consuming to create as it is retrieving information from a number of areas please be patient) The report is provided to give administrators an idea of what needs attention for a person to be able to login. The legend at the base of the report gives an indication of the reason for the displayed login status. By clicking on the indicator light provided, the administrator is taken directly to the part of the system that needs attention so that it can be rectified. OK Login is enabled. This person can log into the system with the provided username and password and a green indicator is shown within the report. No-Username Username on the Profile record is empty. This means that the person has no username defined and therefore, cannot use it to login

22 No-Password Password on Profile record is empty. This means the person currently has no password defined. If a person has no password defined but all other areas are correct, the user can request a password using the reminder function at the login screen. Not-Enabled 'Enabled' on Profile record is not set to 'true'. To enable a person to login, the enabled box must be ticked. Not-Unique More than one user has the same username. If more than one person has the same username, both individuals will not be able to log into the Cirrus system. Inactive-Start Profile start-date is in the future. If a person has been entered with a start date greater than the current date, they will be inactive until that date. Inactive-End Profile end-date is in the past. If a person has an end date before today, they will be inactive within the system. Not-Active Profile is not Active. Inactive Administrators have access to a report of only inactive persons within the system. To change the data contained within the report (start and end dates) click the first edit icon

23 To view the full user profile, click the edit icon below the Profile column heading. People records become inactive when the start or end dates fall outside of the current date. Login Delegation This report is similar to the delegation report described within the users section but shows only login delegations for each person within the system. Administrators can update the delegation for each person by clicking on the edit icon. This displays the full delegation form. Admin Password Within the Cirrus system, administrators are given the ability to login as any user by using an admin password. This is helpful for viewing information in the same way as a user reporting an issue can see it. Clicking on the link within the system management menu gives administrators the ability to change this admin password. Once the admin password has been changed, the old one can no longer be used. The admin password is not displayed within the system in plain text so other administrators should be notified of the change in another way. An audit record is recorded that the password has been changed including who made the change and at what time

24 Groups/Roles This section gives administrators the ability to update the definition of various kinds of groups in the Cirrus system. Security Groups A report of all available security groups is provided. Security groups are used to restrict the visibility of links to different users (eg Team and staff menu links are not available to Employees.)

25 Administrators have the ability to view the definition of these groups by clicking on the edit icon. If an additional security group is required, please contact your EmployeeConnect consultant. Workflow Groups Within Cirrus, there is the availability to assign more than one individual to a workflow role through the workflow groups. To view the definition of a group, click on the view icon. Re-direct Groups

26 Within Cirrus, there is the availability to define a workflow step to have a redirect function. (in essence, the person completing the step can elect to send the item onto someone else not originally within the process) When implementing this functionality, a list of people to display for redirection is displayed. The definition of these lists is maintained by administrators through the redirect groups. Only Database administrators can update exisitng redirect groups and also create new records There are four default redirect lists included within the Cirrus system. Workflow_Redirect_List This is a list of all current people within the system. Manager_List This is a list of all people within the system who have a security group of Manager, Admin, Sysadmin or Superuser. Peer_List This is a list of all people within the system who report to the same person as the one actioning the workflow item

27 Role_List This is a list of all the people within the system filling defined workflow roles New Group Within Cirrus, there is the availability to create a new Group of various types e.g. redirect, security, filter or workflow. Please contact your EmployeeConnect consultant to have your select statement entered into the system. System Roles Within Cirrus, there is the ability to assign more than one person to a defined role. This would be required for example where there are multiple payroll officers responsible for certain companies, regions, locations or org units

28 The existing roles are displayed with the + icon at the bottom of the report allowing additional definitions for any of the roles

29 Workflow This section gives the administrator the ability to monitor and apply various actions to workflow. The most common activities relate to Leave and therefore the first link is pre-filtered to only display Pending leave workflow items with supporting information to make processing more efficient

30 Workflow Admin The workflow admin report is available to admin users. This link is used to display all submitted forms which have a workflow process assigned and require some sort of action before the data is processed. This report shows the status of the whole process as well as how many days it has taken to action. From this report, administrators can view the process tree by clicking on the workflow id. From this report, administrators can also view the actual form that was submitted

31 Each step within the workflow process will have a status assigned. If the step has been actioned, the date and time will appear within the step detail. By clicking on the Activity steps icon for a process, you can view the workflow activity report for that process. Workflow Activity This link displays all the individual steps in workflow processes with the ability to action any unprocessed steps and the ability to view the submitted form. If you access the report from the menu link, all steps in all processes will be displayed. If you access this report from the Workflow admin report, only the steps from the selected process will be displayed

32 Clicking on the Workflow ID will display the process tree. Administrators have the ability to complete the active step on a person s behalf. To do this, administrators can either click on the icon or do a bulk action by clicking the checkboxes for selected workflows and clicking the save icon at the base of the report. This is similar to completing an action within the workflow inbox. Administrators can also view the details and definition of a particular step by clicking on the key to the right of the report

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34 Active Step This list is pre-filtered to display only the active workflow steps that require an action. Redirect Redirect a workflow step to a new user by clicking on the redirect icon and selecting a different person from the pick list. Resubmit Resubmit a workflow, voiding the remaining steps and creating a new collection of workflow steps. This can be very useful where a manager has changed positions and now has new reportees and outstanding workflow for previous reportees. It is an alternative to the redirect option which might require a redirect on a large number of outstanding steps. Delegation View all workflow delegation assignments

35 Toolkit Workflow Process This is a listing of currently defined workflow processes with the ability to view and edit the activities or steps within the process or to add additional steps. Workflow Toolkit Listing of workflow processes and access to associated activities or steps within the process and the ability to delete a process or change any part of a selected step. New Process Define a new workflow process and save. Once you have generated the record, you will be able to create & edit steps through the other toolkit links. Purge This section gives the administrator the ability to purge records through various options

36 Inactive A listing of all user profiles that are inactive because of start/end dates relative to today with a direct link to the profile record for editing if required or the ability to update the start or end date only. Archive Archive and Restore user profiles. This is a useful function if you have a number of employees that come and go on a regular basis. Renumber Renumber User report may be used to consolidate 2 profile records into one record

37 Remove Removes a Users Details from the system. You will be asked to confirm the delete as this is not generally a recommended action. System data Purge old and archived system data, including Worklow, Access, Audit, and Message records Purge will remove all the data for the selected action prior to the effective date entered. Audit This area allows the administrator to view audit records recorded for many of the actions performed within the system

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39 Current Users This link will display a list of users that have logged in to the system in the past 30 minutes (and have not yet logged out) Recent Login This link will display a list of the most recent login access for each user Successful Login This link will display a list of successful logins Failed Login This link will display a list of unsuccessful logins Login Reminders This link will display a list of login reminders requested by users Changed Password This link will display a list of password changes Log This link will display an audit log of sent Access Log Audit log of system access Data Audit Log Audit Log of data changes Workflow Log Audit Log of workflow updates Integration Log Audit Log of data integration transactions Batch Log Batch Log of data event transactions Configuration This section allows the administrator to customise the system for their organisation in a number of ways

40 Configuration Site and configuration default settings.every profile record needs an assigned configuration to determine the system defaults to be applied in many areas of the system. List Values All HR3 List Values by List Type grouped by modules. Exchange Rates Exchange Rate conversion table Holiday Holiday dates by group

41 Leave Type Leave Type lookup and translation including the ability to enter an override process for any specific leave type. Note: this override will take precedence over any Meta Process overrides for Leave processing. Pay Periods Pay Periods associated with payroll

42 Important Concepts For Cirrus to work effectively, administrators must make sure of the following: All users should have an address and/or mobile phone number stored in the system. This allows the reset password functionality to work correctly. All users should have the correct manager and access assigned to them. This ensures that they see the correct links and that leave requests are approved in a timely fashion. All areas within the admin section should be filled in correctly. This ensures managers receive notification when there are leave forms to action and also ensures the correct leave codes are being used. Ensure that the administrator understands exactly what they need to do for payroll integration. This is done in consultation at implementation with EmployeeConnect technical staff