Set Up Roles
The Type column within Employee Add Setup Screen categorizes pages by the types of personnel using them. These personnel types and page types are referred to as roles.
The system provides two standard roles: Payroll and Personnel. Additional roles can be set up in the Role Setup table in Human Resources. This section covers the procedure for adding, changing, deleting, and printing Role records.
- Roles are assigned to pages in the Employee Add Setup Screen page's Type column and to users in System Administration's User Setup table. Refer to Assign User Roles for information on how to set up and maintain this table.
Menu Path
From the System Administration menu, select Administration. From the Add Employee Process menu, select Role Setup.
Employee Add Setup Fields and Descriptions
The Employee Add Setup Screen page includes the following tabs:
Tabs | Description |
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Role | Identifies the role. The system assigns the next available sequential number as the Role ID. The Group Header checkbox determines whether the role will have its grouping in the Pending Employee Center. The display-only SPI Defined checkbox only applies to the default Payroll and Personnel roles. This tab has the following fields:
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Screens | Lists the pages assigned to a role in the Employee Add Setup Screen page. The Order column shows the order in which the pages are displayed. This tab has the following fields:
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Users | Assigns users to the current role. The Primary checkbox determines if the pages under this role display first for the user in the Pending Employee Center. This tab has the following fields:
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Set Up Roles
The two standard roles in the Employee Add Setup option, Payroll and Personnel, are sufficient for situations where you have only one or two types of users who add employees. However, additional roles are needed if you have three or more types of users or pages.
Example: If you have a department responsible for adding deductions and benefits but no other records, you could create a role entitled Benefits and assign this role to both the Deductions page and the department's users. With this setup, Benefits users could add records for deductions and benefits through the add process or within the Pending Employee Center.
How Roles Affect the Pending Employee Center
Roles determine how pages are listed in the Pending Employee Center:
- When a role is assigned to a group of pages, and the role's Group Header checkbox is selected, these pages are grouped in their section.
- When a user's Primary checkbox is selected under a particular role, the section for the role's group of pages appears first in the center.
- When a role is not assigned to a user, the buttons for the role's pages are inactive. Also, the user cannot access these pages during the add process.
If a user only has one role, for example, Qualifications, the buttons for the Payroll and Personnel roles would be greyed out, in which case, the user cannot access them. The Qualifications section displays first for this user because the user's Primary checkbox for this role is selected. All buttons in the Qualifications section, except Base Employee Information, are active because they correspond with the user's role.
The buttons in the Payroll and Personnel sections are inactive because the user does not have these roles assigned. However, the user can see the status of the employee's required pages, as indicated by the checkboxes next to the buttons. This helps the user determine which pages must be completed to remove the employee's pending status.
Add a Role
- From Role Setup page, click Add new.
Complete the following tabs:
Role
- Screens
- User
- Click OK to save.
- If the pages selected for this role require security resources not assigned to a user, a message asks if the Role should override the user's current Security Settings.
- Select Yes to override current security settings and allow the user access to the pages associated with this role. This also saves the user's data.
- Select No to prevent the user from accessing these pages. In this case, the system does not save the user information.
Change a Role
- From Role Setup page, click Add new.
- In the List section, select a role, and click OK.
- Edit the fields in the following tabs:
- Role
- Screens
- Users
- Click OK.
Delete a Role
- From Role Setup page, click Add new.
- In the List section, select a role, and click Delete.
- Click Yes to confirm.
User Lookup Page
The User Lookup page lets you search for and select an employee while completing the Add Employee Role Center's Users tab. The page's sections include:
- Search Criteria: This enables you to enter selection criteria to identify an individual or group of employees. You can use query symbols in your entries. For example, C* in the Plus User ID field matches all ID's that begin with this character. Note that some fields may contain lowercase letters, so enter your criteria in the proper case.
- List: Displays the employees found in a search, and enables you to select an employee to add to the Users tab.
Following are descriptions of the fields in these sections:
Fields | Description |
---|---|
Windows Domain Login | User's login ID for accessing Windows. This is the login ID users must enter to access their computer network. |
Windows Domain | The network of servers your users accesses when they log on to their desktop computers. |
Plus User ID | Login ID that users must enter to access the PowerSchool ERP system. In the List section, this field is entitled User ID. |
First Name | User's first name. |
Last Name | User's last name. |
List Employees
- Navigate to Add Employee Role Center.
- Click the lookup button in the User ID field within Users.
- Enter selection criteria to identify one or more employees.
- Click OK.
- In the List section, select an employee, and then click OK to return to the Users tab.
The login ID and full name of the employee selected will appear in the User ID and User Name fields.