Parent Topic |
The Authorization Role screen stores all the current access roles for the system. The roles determine which actions, screens, fields, and level of access (e.g. Read, Edit, Create, and/or Delete) the user is granted.
Employees are assigned authorization roles in one of two ways:
If an employee is assigned more than one Role, and the access levels of a particular screen or field conflict, the employee is granted the role with the HIGHER access level.
Note: The system contains multiple standard authorization roles configured by API Healthcare. Additional roles can be created in this screen, either by adding a new role or by replicating an existing role and customizing it. For more information see Steps for Adding a New Authorization Role and Steps for Replicating an Authorization Role. For more information on resolving issues with roles, see Troubleshooting Authorization Role Assignments.
The following sections are available in the left pane when adding or viewing Roles:
Opens a screen to view basic information on the role. |
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Displays all the Authorization Policy options in the system in a tree view. Authorizations can be added, edited, or removed from a role from this screen. |
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Opens a screen to define the Authorization Level and Authorization Level Category information for each role. |
Note: Certain authorization roles assigned to employees count toward application licenses. For more information, see System Licensing of Employees.
The system calculates the number of active employees for each application to determine if this number is covered by contract licensing. The number of active employees for each application can be viewed on the License Compliance Report. This report is generated from the Reports section>System card.
When employees terminate or becomes inactive, they no longer count towards licensing. Their employee records should not be deleted, but should remain in the system so that the historical integrity of the system is maintained. For example, to show that a certain employee worked on a particular day in a previous year, the employee record must remain in the system, even though he/she may have since terminated his/her employment. The number of years an employee record should remain in the system depends on the policies of the corporation.
For more information on the criteria for determining the licensed number of employees, see the following links.
Note: Prior to Time and Attendance and Staffing and Scheduling version 09.00.00, Staffing and Scheduling (SS) was called ActiveStaffer (AS), and Time and Attendance (TA) was called Payrollmation (PM).
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the SS Employee License count when all of the following are true:
Note: Employee status and termination values are set on the Employee Record>Employee Sections>General screen. The status classification is set on the Configuration screen>Employee card>Employee Status screen.
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the Education Tracking ED Employee License count when all of the following are true:
Note: Employee status and termination values are set on the Employee Record>Employee Sections>General screen. The employee status classification is set on the Configuration screen>Employee card>Employee Status screen.
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the TA Employee License when all of the following are true:
Note: Employee status and termination values are set on the Employee Record>Employee Sections>General screen. The employee status classification is set on the Configuration screen>Employee card>Employee Status screen.
Note: If the system stores non-employee records for education tracking purposes or for security access, they do not need to count toward licensing. To prevent these non-employees from being counted, they should NOT be assigned to an Authorization Role that counts toward licensing. This can be accomplished by either Denying the role in the non-employee record, or by assigning them to an organization unit that does NOT have an inherited role that counts towards licensing. For more information, see Adding a Non-Employee Record.
Action Buttons
The following Action buttons may be available in the left pane, depending on the page that is open:
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Note: For more information and screen prints, see Adding a New Record.
The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.
Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.
The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.
The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.
Group by Application
Groups the audit records by the application where the changes were made.
Group by Audit Date
Groups all the audits by the date when changes were made.
Group by Audit Description
Groups the audit report by the description of the edits that were made.
Group by Classification
Groups the audit records by whether the record was inserted, updated, or deleted.
Group by Who Modified
Groups the audit records by the user who made the updates.
The Delete or Delete Selected button is used to remove one or more records from a screen.
Complete the following steps:
A check mark is displayed in each selected box.
Note: For more information, see Deleting a Record.
The Replace button opens a screen to update one or more field values for all the records selected in the search. This feature can be used to update multiple records with the same field information.
A screen is displayed with all the fields as read only.
The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.
The parameter naming convention is as follows:
Screen name + "Parameter" + Category Card + Classification + Type + Number
The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).
The following are the valid options for parameter types:
Alpha |
The field will accept any letters, numbers, or characters on the keyboard. |
Date |
The field will accept any properly formatted date. More About Date Value Fields. When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field. |
DOW |
The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value. |
Hour |
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50. |
Integer |
The field will accept any positive or negative whole numbers (no decimals). |
Pay Code |
A valid pay code should be entered. There is no validation done when the record is saved. |
Rate |
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000. |
Time |
The field will accept any properly formatted time value. More About Time Value Fields. When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
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Percent |
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50. |
Premium Category |
When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane. |
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).
A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.
The Indicator tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Indicator options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the indicator options contained on that card.
Indicator naming convention is as follows:
Screen name + "Indicator" + Category name + Classification + Number
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
For example, the Standard indicator on the Pay Group screen on the System category card that is listed First, is named Pay Group Indicator System Standard 1.
On the indicator screen, there are predefined options that the user can select from the right pane. There is a Default setting, which is the setting automatically assigned when a new record is created. The Default setting can be changed for the system in the Configuration section>System card>Indicator screen. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
Note: The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.
Note: For more information and screen prints, see the section in Record Management under Replacing Record Values.
The Replicate button copies all general, detail, indicator, and parameter attributes of an existing record, so the setup of a new record requires less time. The General screen opens so you can update general field values for the new record.
Note: "Key" identification fields must be unique or a Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replicate a holiday record with the same Code. The Code for each Holiday record must be unique.
All selected records are now updated, with the new information replacing the old information in the selected fields.