Access profiles & Rostering
Profiles are designed to limit user access to organisational structure. Principally this is to limit visibility of pay rates and budget data across departments.
The following document outlines how to assign a profile to a user login and what that will affect.
[ Administration ] –> Organisation Profile
Double clicking on an entry breaks it out further to show the rostering locations as noted below.
Here, we’re defining an Organisation Profile called “NEW”, which is defined as shown on the Right Hand Side (RHS) of the image above. Enter “NEW” in the Organisation Profile entry box, or click the down-arrow to review what’s already defined. You have to move off the field for the software to realise that you’re ready to move on, so press “Tab” or mouse click on the Left Hand Side screen.
You may define as many department definitions to the same Profile name as is required.
If you wanted to remove a rostering location, you would select it on the RHS panel, click the blue left arrow, to move it back, and you’d be left with the details as noted below.
Press “Save” once you complete your configuration.
Setting up Clients / Departments
Clients or Departments exist for the purpose of logically splitting up an organisation, so that reporting can be carried out against the department. The principal driver is the GL Reporting, and therefore the manner in which PowerForce accommodates or represents departments is along this approach.
What we’ll show here is the definition of departments purely for the purpose of reporting. What that means is that you cannot roster to this department (definition), instead you roster to a rostering location, which is itself defined as a sub-client or sub-department to the one being defined.
This example shows department (2), you’ll notice on the Charge to Code, that the field is empty. This infers that this department (client) definition has no parent. Though you may define the parent as the company, in which case this department definition will have an entry in the Charge to Code.
If you were to click on the “Services” tab of this department definition, note the “Enable Rostering” check box is un-ticked. This means that you cannot roster to this department definition. It serves only as a reporting place marker.
Here’s a definition of a sub-department, which has department 2 as its Charge to Code. If you refer to the images above, you’ll notice that this is representative of how the Profile is defined.
If we refer to this departments “Services” tab, the “Enable Rostering” checkbox is ticked, and as you see, there are roster templates defined.
Following the linkage flow, note the Charge to Code, reflects the department under which this outlet is defined.
The Services tab in this instance has the “Enable Rostering” ticked, and as you can see there are roster patterns reflecting your work schedules defined against the outlet (or roster location as we refer to them). This is the level at which you can roster your staff.
To bring the linkages together and demonstrate how these pieces of information come together, the Client Work Schedules are located via Clientele / Client Work Schedules, which brings you to the selection popup as noted below.
This figure represents the Client Work Schedule as defined for this outlet. It shows the planned minimum necessary manning levels, the roles, and the dates for which these schedules refer.
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Setting up user access
Having finished with the setting up of the “Back Office” configuration, the real processing is centered around the venue manager. The following section reflects the configuration of users to manage their access into the rostering application.
Here we see how you link an Organisation Profile to a User login id. As simple as making the linkage, Save the record.
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Profiles in Operation
In this last section of Organisational Profiles, here we are as a venue manager. Having logged on, and opened the Scheduling Workbench, the appropriate place for us to commence rostering work is at our allocated venues.
As you can see, the backroom setup comes together at the Scheduling Workbench, where it controls the visibility of the venues or rostering locations that any user can access.
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Setting up a Client / Department
In PowerForce Software there is only one means to create a department (venue) or rostering location, and that is through the Wizards menu, Add Client.
The single point of this screen is the “Do you wish to enable rostering?” which reflects directly to the “Enable Rostering” checkbox on the client Services tab. If the client being defined is not a rostering location, un-tick this box.
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