EMPLOYEE MAINTENANCE (DEM) USER GUIDE (v 2.8) Table of Contents Employee Maintenance (DEM) User Guide... 2 Introduction... 2 DEM Access... 3 DEM Functions... 4 Retailer Employee Information... 4 Managing the Pending Employee List... 4 Add Employee... 5 Create Employee... 6 Update Employee... 9 Terminate Employee... 11 Re-Activate Employee... 11 Reset Password... 12 Buy-Sells... 12 Self Service Profile Completion and Updates... 13 Profile Completion... 13 Username Creation Notes... 17 Password Update... 18 Forgot Password... 19 Additional Information... 19 1
Employee Maintenance (DEM) User Guide Introduction Retailer employees require a username/password to access Subarunet.com (retailer communication portal) and SKILS (Subaru Learning). This username will be referred to as the SOA Username throughout this document. Through an administrator, Subaru retailers directly control access that is granted to each of their employees. Administrators will be determined by the Retailer s Executive Manager or General Manager. The administrator will determine which employees should have access to Subarunet and/or SKILS and assign their rights accordingly. For employees with Subarunet access, administrators define which Subarunet applications will be available to each employee. All retailer employees who need to access Subarunet and/or SKILS must be registered in the Subarunet Employee Maintenance (DEM) application. Employees who need to appear as a Salesperson in the Subarunet Sales/Lease Registration application or as a Service Technician/Service Advisor in the Subarunet Vehicle Claim Entry application need to be registered in the DEM application. This document describes how to assign an administrator, add employees, update employees, and assign employee access using the Subarunet DEM application. Retailer employees who are registered in the DEM application are able to update some of their personal information, including changing their password and verifying their W-9 information. This document also describes how that profile can be managed. 2
DEM Access The DEM application is available through Subarunet. Only certain users at each store will have access to the DEM application. These users will be called DEM Administrators in this document. Each retailer can assign as many DEM Administrators as they deem necessary. From Subarunet left menu > scroll to User Administration > Click Employee Maintenance 3
DEM Functions Retailer Employee Information The Retailer Employee Information screen allows a DEM Administrator to search for employees by name, status, and last four SSN digits, within specific retailer. From the returned results, the administrator may update a user (by clicking the username hyperlink), or change a user s status. The user s status is either Active or Terminated reflecting their current employment status with the retailer. Terminated employees remain on the list for 7 days, then no longer will display. The administrator may also add an employee by clicking on the New (Pending) Employees tab. Click the hyperlinks in the column headings Last Name and Title to sort the results in ascending order. Click again to sort in descending order. Managing the Pending Employee List DEM Administrators can manage the list of pending employees and add new employees from the New (Pending) Employee tab. DEM Administrators start the Subarunet account process by entering base account information for the employee, including Subarunet permissions, then the employee will be sent an email to log in to Subarunet to complete their profile. This screen allows the DEM Administrator to see a list of all employees he/she has started the account creation process for, and allows them to resend the employee email or to delete the pending employee s account if they are terminated 4
prior to completing the Subarunet account setup. Once the employee completes their profile setup they will no longer appear on the list. DEM Administrators can start a new employee account by clicking the Register Employee button. Add Employee From the New (Pending) Employees tab, the DEM Administrator can click the button to Register Employee. The process to add an employee begins by determining whether the new employee has an existing SOA Username. If the DEM Administrator knows an employee s existing SOA Username, that information should be entered. Whether an SOA Username is entered or not, they should click Next proceed. Subaru databases maintain historical information (sales data, training data etc.) which is linked to that SOA Username. If a new account is created for an employee who already has one, all of that employee s historical data will no longer be linked to that employee. This can also cause delays in the employee finishing their profile updates if the system finds a Social Security Number on file and cannot match the user. If the system is unable to find a user that should already be registered in DEM, please contact the Subarunet Helpdesk at 1-800-SOA-STAR (1800-762-7827). Upon submitting the form, if an existing employee is found the Update Employee screen will be displayed with the user s information. If this screen appears and is not for the correct person, click Cancel and contact the Subarunet Helpdesk for assistance at 1-800-SOA-STAR (1-800-762-7827). If the employee does not have an existing account in Subarunet, the Create Employee screen will be displayed. 5
Create Employee The Create Employee screen allows the DEM Administrator to enter information about each employee as well as to assign access to Subarunet and SKILS. Required fields are First Name, Last Name, E-mail, Job, and Start Date. Although all other fields are optional, as much information as possible should be supplied to allow the employee profile to be easily identified in the future (i.e. forgotten username or password). Individual employees have the ability to update most of the information on this screen through Subarunet. 6
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The Access section of the screen allows administrators to grant employees access to Subarunet and/or SKILS. To grant access to SKILS, check the SKILS checkbox. To grant access to Subarunet, check the Subarunet checkbox. Check both boxes to grant access to both. The Groups section allows administrators to control what Subarunet access each employee will have. Employees can be added to multiple groups. Below is a description of each group: Executive: Employees who are assigned to the Executive group have access to all Subarunet applications and content. This includes DEM, Financials, and RPM. General: Employees who are assigned to the General group have access to all Subarunet applications EXCEPT DEM Admin, Financials, and RPM. Financials: Employees who are assigned to the Financials group have access to all applications available to the General group PLUS the Financials applications. Parts: Employees who are assigned to the Parts group have access to all applications available to the General group PLUS to the RPM applications. DEM Administrator: Employees who are assigned to the DEM Admin group have access to all applications available to the General group PLUS to the DEM application. These employees are referred to as DEM Administrators in this document. Sales: In order to record an employee as a Salesperson in the Subarunet Sales Entry application, the employee must be assigned to the Sales group or Sales Consultant group. Employees in this group will have very limited Subarunet applications basic access for Ascent, SKILS and Delivery Process/Enrollment. Sales group users must be granted Subarunet access to be able to complete the Delivery Process (including STARLINK Enrollment and/or Delivery Checklist). Sales Consultant: The Sales Consultant group extends Sales access to also include Vehicle Inquiry, Inventory, and other sales related applications. Service Advisor: In order to record an employee as a Service Advisor in the Subarunet Claims Entry application, the employee must be assigned to the Service Advisor group. Employees in this group do not necessarily need to be granted Subarunet access. If they have been granted Subarunet access and do not belong to any other groups, they will have access to limited Subarunet Service applications and content. Service Technician: In order to record an employee as a Service Technician in the Subarunet Claims Entry application, the employee must be assigned to the Service Technician group. Employees in this group do not necessarily need to be granted Subarunet access. If they have been granted Subarunet access and do not belong to any other groups, they will have access to limited Subarunet Service applications and content. In addition to the user groups noted above, employees can also be provisioned individually for the following applications: EPC: Access to Electronic Parts Catalog for users without Dealer Executive or Dealer Parts Access. CVL: Access to Comprehensive Vehicle Locator for users without Dealer Executive Access. Trade: Access to Trade Management for users without Dealer Executive Access. Accessory Pricing Tool: Access to Accessory Pricing Tool without Dealer Executive 8
Update Employee The Update Employee screen allows the DEM Administrator to update information about each employee. From Subarunet Left Menu > Click Employee Maintenance > Click Retailer Employee Information Tab > Click Search > Results Display > Click on the SOA Username to view/edit employee record. Required fields are First Name, Last Name, Job, and Start Date. Although all other fields are optional, as much information as possible should be supplied to enable this employee to be identified in the future (i.e. forgotten username or password). Individual employees have the ability to update most of the information on this screen through the Profile Completion described later in this document. NOTE: If an employee s First Name or Last Name is changed, their SOA Username will not be regenerated. 9
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Terminate Employee To terminate an employee, select the Status link on the Retailer Employee Information tab. Changing the status of an active employee will change the status to terminated. Provide the Employment End Date of the employee and click Terminate Employee to confirm the termination. Once an employee has been terminated, that employee will no longer have access to Subarunet or SKILS. Refer to the Re-Activate Employee section if a terminated user needs to be changed to active status. NOTE: All employees will remain active with access to SKILS and/or Subarunet until they have specifically been terminated in DEM. Once a user has been terminated, they will remain available in the search results for 7 days. NOTE: In the case of a closing retail store, Subaru of America will terminate all employees 60 to 90 days after the store termination date (this timeframe varies by retailer). If the closing retailer wishes to stop their employees from accessing Subarunet and/or SKILS before that date, they must manually terminate their employees through DEM. Re-Activate Employee To change a terminated employee s status to Active, select the Status link on the Manage Retailer Employees screen. Changing the status of a Terminated employee will change the status to Active. The employee s Employment End Date will be cleared and the employee will have access to Subarunet and/or SKILS based on how they are configured on the Update Employee screen. 11
Reset Password With the introduction of Self Service passwords and security questions in Fall 2016, retailer employees can now reset their own passwords using the Forgot Password link on the login page for Subarunet or SKILS. If the employee does not have their security questions set or is having issues, they should contact the Subaru Help-Desk by calling 1-800-SOA- STAR (1-800-762-7827). The functionality for a DEM Admin to reset a user s password was eliminated in March 2017. Buy-Sells When a retailer is in a Buy-Sell situation, all current employees assigned to the sell (old) retailer will remain in that retailer 60 to 90 days after the Buy-Sell date conversion unless the DEM Admin explicitly removes them from the selling retailer. These employees will be able to access Subarunet on behalf of the sell retailer to complete unfinished business. The DEM Admin will need to re-add any employees that will be staying on with the new retailer at the store into DEM. Once added by the DEM Admin, when employees in this situation log onto Subarunet, they will be able to change which store they are using by selecting a retailer number in the top navigation next to their Retailer Name (clicking the small triangle to the right of the name). Users can refer to the retailer name on the top navigation of Subarunet ticker to determine which store they are entering data for. 12
Self Service Profile Completion and Updates New retailer employees need to complete a profile before they have full access to Subarunet. They have the ability to update the profile on an ongoing basis as needed once the initial setup is complete. Profile Completion After the DEM Admin sets up the new employee, an email will be sent to the employee at the email address entered by the DEM Admin into DEM. This email will contain a link, valid for 72 hours, for user to complete the process and create their Subarunet account. From the email, this link will take them to the Add-Employee Employee Entered Data Screen to enter their Social Security Number. It is CRITICAL that the employee enter their OWN, correct Social Security Number or they will be at risk for delayed incentive payments, issues with their W-9 confirmation, and could have issues with retrieving past training and other information on file. Note: If the employee enters a SSN that the system finds to be on file already, and the name on file does not match the name for the employee account entered by the DEM Administrator, the employee will see an error message asking them to call the Subarunet Helpdesk at 1-800-SOA-STAR (1-800-762-7827) for further assistance. After entering and confirming their SSN user will click Submit. The user will be shown a confirmation with their new user name and temporary password. This is the only time the temporary password will be shown on screen. 13
Clicking Continue to Subarunet will take the user to the log-in page for Subarunet. After user logs in with the new username and Temporary Password they will be taken to the Identity Self Service screen where they will enter their old (temporary) password and then enter a New Password of their creation. They should follow the Password Policy rules on the page and set their password to something personalized that they can remember. It is required to re-type the new password. Next, user will scroll to bottom of page to register two Challenge questions for their account. After filling in the answers the user will click the submit button in upper right of screen. 14
User will be presented with Subarunet Home Page where they can complete entering and updating address and other pertinent information. User should next click on their name in upper right of Subarunet screen to access a drop-down box with options to Change Your Password, Change Your Profile, Subaru Foundations/Ascent and Log Out. Clicking Change Your Profile page allows user to update their SOA User Profile, complete entering address and contact information, announcement preferences, Social Security Verification (including updating SSN if it is not yet verified), Verify W9, and opt-in communication preferences. Required fields such as Name, Address, and Email Address are marked with an asterisk. 15
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Username Creation Notes SOA Usernames will be in the format xxxx1234 where xxxx is a combination of the first letter of the employee s first name and the first three letters of the employee s last name, and 1234 is the last four numbers of the employee s SSN. For example, Phillip David with SSN 999-999-9999 would be assigned a SOA Username of pdav9999. Employees with two letter last names will be appended with a 2. For example, Thomas Wu with SSN 888-888-8888 would be assigned a SOA Username of twu28888. If twu28888 exists, the new SOA Username would be twu38888, and so on. When an SOA Username is generated, but already exists, the fourth letter is replaced with a 2. For example, if an SOA Username ljon7777 exists, then a new employee named Larry Jones with SSN 777-777-7777 would be assigned ljo27777. If ljo27777 exists, the new SOA Username would be ljo37777, and so on. 17
Password Update User passwords are set to expire every 42 days. Users may change their password at any time by going to the Profile link in the top right of Subarunet home page and selecting the Change Your Password link. If your password is within 7 days of expiring, you will see a red exclamation point next to your name in the upper right and hovering over it will tell you how many days until your password will expire. User will be taken to the Identity Self Service screen where they will enter their old password and then the new password of their choosing following the Password Policy rules on the page and clicking Apply. User can also update their challenge questions at the same time by changing the questions and answers and clicking the Apply for this section. User will be shown a confirmation of the update with message Questions and answers are updated successfully. 18
Forgot Password With the introduction of Self Service passwords and security questions in Fall 2016, retailer employees can now reset their own passwords using the Forgot Password link on the login page for Subarunet or SKILS. If the employee does not have their security questions set or is having issues, they should contact the Subaru Help-Desk by calling 1-800-SOA- STAR (1-800-762-7827). Additional Information For additional information or assistance, contact the Subarunet Helpdesk at 1-800-SOA-STAR (1-800-762-7827). 19