Configure Access Profiles for Requests

Access rights determine the functional components and data that people can view.

  • Generic Data Access Profiles (GDAP) — Control access to configured component data.
  • Function Access Profiles (FAP) — Control access to functions and actions.
  • Data Access Profiles (DAP) — Control access to paycodes.

Access profiles allow employees to see and submit requests, and managers to see requests and edit the following:

  • Day type rules, day type rule sets, and day type equivalence values
  • Paycode values profiles
  • Half day rules
  • Comments and notes in employee requests

Configure the GDAP

  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Generic Data Access Profiles.
  2. Do one of the following:
    • Click Tap New. Enter a Name .
    • Select the profile. Click Tap Edit.
  3. (Optional) Enter a Description.
  4. Select Request from Setup Category.
  5. Select Request Subtype from Setup Item.
  6. Select requests from Available. Click Tap the right arrow .
  7. Click Tap Save & Return.

Configure the FAP

  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Function Access Profiles.
  2. Do one of the following:
    • Click Tap New. Enter a Name.
    • Select a profile. Click Tap Edit.
  3. Select the role and functions. Click the plus (+) signs for child roles or functions.

    By default all functions are Disallowed.

    Note: Edit selections override View selections.
  4. Define the employee profile:
    Note: Normally, managers also have an employee profile.
    1. Click Tap Employee.
    2. Configure the following:

      Calendar Views for Employees: In Access Scope, select Allowed so that people can display the calendar for their schedule requests.

      Print Schedule: In Access Scope, select Allowed so that people can print their schedules.

      (Required) My Requests: In Access Scope, select Allowed so that people can display and submit their own schedule requests.

      Enable location schedule: In Access Scope, select Allowed so that employees can see the schedule for all employees who work the same jobs at the same location during a schedule period.

      In Access unposted schedules > Access Scope, select one of the following:

      • Disallowed (default): Display only posted schedules to employees. If managers edit a posted schedule, they must post it again before employees can display it. A schedule is posted only if all of the elements of the schedule are posted or if the schedule is empty.
      • Allowed: Display posted and unposted schedules to employees so that managers can edit a posted schedule and not have to post it again for employees to display it.
    3. Click Tap Save.
  5. Define the manager profile:
    1. Click Tap Manager — Department Manager.
    2. In Calendar Views for Managers > Access Scope, select Allowed so that managers can see the Calendars.
    3. Click Tap Scheduling.
    4. For ESS, configure the following:

      Schedule Shift Comments: In Access Scope, select Allowed so that managers can display comments in shifts and requests.

      Notes for Schedule Shift Comments: In Access Scope, select Allowed so that managers can display free-text notes in comments in shifts and requests.

      Enter Time Off: In Access Scope, select Allowed so that managers can enter time off directly on behalf of employees. The manager’s GDAP must contain at least one time-off request subtype.

      Enter Time Off in a signed off period: In Access Scope, select Allowed so that managers can enter time off for a signed-off period or a time period that spans both a signed-off and open period. The requests can be automatically approved or approved by the manager. If Enter Time Off is Disallowed, Enter Time Off in a signed off period is Disallowed too.

      Request Submission Control: In Access Scope, select Allowed so that managers can manage submission and request periods for schedule requests from employees.

      Request Period Extended Access: In Access Scope, select one of the following:

      • Allowed: Managers can see request periods created by other managers as follows:

        The manager can view and edit the request periods of other managers if the manager has access to all of the employees who are included in the request period.

        The manager can only view the request periods of other managers if the manager has access to some of the employees who are included in the request period.

        The manager can neither view nor edit the request periods of other managers if the manager has access to none of the employees who are included in the request period, regardless of the setting of this access profile.

      • Disallowed (default): Managers can see only their own request periods.

      Recurrent / Rolling Periods: In Access Scope, select Allowed so that managers can select whether to repeat the employee visibility period at specified intervals or a fixed time, or move the entire schedule forward by a day at a time.

      Multi-Group options: In Access Scope, select Allowed so that managers can schedule two or more groups of employees to submit scheduling requests.

      Employee Priority option: In Access Scope, select Allowed so that managers can schedule groups of employees according to the order defined in a specific Procedure Set, and the rules specified in the Request Submissions by Employee Priority setup.

      Schedule and Open shift visibility options: In Access Scope, select Allowed so that managers can allow employees to see the shifts that are already assigned to them and the shifts that are available.

      Team Definition Setup: In Access Scope, select Allowed so that managers can define teams to optimize guided recommendations for their organization and balance requests with coverage needs and accruals balances.

      Team Definition Setup Extended Access: In Access Scope, select Allowed so that managers can see all teams that have been defined by everyone in the organization.

      Guided Recommendations: In Access Scope, select Allowed so that managers can present information to help manage requests, and recommend whether to approve or refuse requests.

      Note: Guided Recommendations require that the requesting employee is a member of a team defined by a manager and that the approving manager has the Function Access Profile for Team Definitions set to Allowed.
    5. Select Edits to signed off time and select Allowed for the following as needed:

      Edit signed off time

      Allow override of Include In Totals

      Allow enable edits for employees

      Allow override of correction wage paycode

      Allow override of correction effective date

      Approve requests in signed off time: In Access Scope, select Allowed so that managers can approve time-off requests for a signed-off period or a time period that spans both a signed-off and open period.

    6. Click Tap Save.
    7. Click Tap Manager — Common Setup.

      For ESS, configure the following:

      Request Setup: In Access Scope, select Allowed so that administrators or managers can configure request subtypes.

      Paycode Values Profiles (PCVP): In Edit, select Allowed so that administrators or managers can create, duplicate, edit, activate, deactivate, and delete PCVPs.

      Day Type Rule: In Edit, select Allowed.

      Day Type Equivalence Values: In Edit, select Allowed so that administrators or managers can configure adjustments of accrual values by day type.

      Approval: In Edit and View, select Allowed so that managers can approve requests and see approvals of requests.

      Request Subtype Transitions: In Edit and View, select Allowed so that managers can suspend a request while a business process completes a task.

      Half Day Rules: In Access Scope, select Allowed so that administrators or managers can configure links between half day shift and paycode edit boundary definitions, half day paycode edit definitions, and shift templates for half-day time-off requests.

      Holiday Request Setting: In Edit and View, select Allowed so that managers can override the default holiday request setting when they enter time off.

      Calendar Views Setup: In Access Scope, select Allowed so that administrators or managers can configure Calendar views.

    8. Select Schedule Configuration.

      In Day Type Configuration > Edit, select Allowed.

    9. Click Tap Save & Return.

Configure the DAP

Configure managers' data access profiles so that they can access the pay codes that they need:

  1. Navigate to Main Menu > Administration > Application Setup > Access Profiles > Data Access Profiles > Pay Codes.
  2. Do one of the following:
    • Click Tap New. Enter a Name.
    • Select the profile. Click Tap Edit.
  3. (Optional) Enter a Description.
  4. Select pay codes from Available. Click Tap the right arrow .
  5. Click Tap Save & Return.

Associate the profiles

Make sure that the access profiles are associated with the relevant people. If you do not have access to People Information, contact the administrator who does have access.

  1. Navigate to Maintenance > People Information. Select a person.
  2. Click Tap Access Profiles.
  3. Select the access profiles.
  4. Click Tap Save .
  5. Repeat for other people.

Associate data access profiles for paycodes

Make sure that the data access profiles are associated with the relevant people. If you don't have access to People Information, contact the administrator who does have access.

  1. Log in with a manager role.
  2. Navigate to Main Menu > Maintenance > People Information. Select a person who has a manager role.
  3. Click Tap Manager Role-General.
  4. Select the data access profiles for:
    • Paycodes "Edit" Profile
    • Paycodes "View" Profile
  5. Click Tap Save .
  6. Repeat for other people.