Tasks

Settings

Adding an Employee

You can set up records for each employee by site. An employee is not the same as an APM user. Employee records contain information about the people working at the site, but they do not provide access to the APM system. An APM user ID allows the user to log on to the system using Windows or Bentley CONNECT authentication.

Employees who will not be using APM might need employee records so that you can schedule work order tasks or track labor costs. Employees will not be registered as APM users unless you also set up a user ID for them and link the user ID to the employee record.

This section explains how to add employee records to the system. If the employee you are adding is to be an APM user, you should create the user record first. For information about creating user IDs, see APM Users.

Also see Selecting Roles and Permissions for an Employee and Setting up an Employee as an Approver.

To Add an Employee Record

1.	From the Site window, select the Personnel view, the Employees tab and the Listing tab. This tab shows a table with all employee records for the site.

2.	Click New. The Employee window appears:

3.	On the Properties view, General tab, enter the following:

Setting Name

Description

Name	The employee’s name. You can enter up to 50 characters. If this box is left blank, an error message will appear.

Number

The number for this employee. The system automatically assigns the next available number. If necessary, you can override this number, however the new number must be unique in the system. You can enter up to 15 characters. If this box is left blank, an error message will appear.

Job title

Enter the name or title of the employee’s job.

Bar code

If your organization uses bar codes to identify employees, assets, indicators, or areas, enter the bar code here. The number must be unique for all objects that support bar codes. For example, an employee’s bar code might be his employee number with the prefix “E”.

Organization

The department or organization where the employee works. Organizations are assets with an asset classification of organization. If your organization includes multiple sites, the organization and the employee's personnel record must be owned by the same site.

Reports To

The name of the person who supervises this employee. Click Browse to select the appropriate person. The new employee record is listed under the selected supervisor in the organizational chart. If your organization includes multiple sites, the supervisor’s personnel record can be owned by either the same site or a parent site.

Maintenance group

The maintenance group to which this employee belongs.

4.	If the employee is an APM user, select This employee is an APM user. Select the user from User name list.

5.	Select the Contact Info tab. For example:

6.	Provide the following information:

Setting Name

Description

Office or area

Enter the employee’s work location.

Number

The telephone number for this person. You can enter up to 15 characters. If a telephone number mask has been created for the appropriate country, you do not have to enter any formatting characters such as brackets or dashes. APM will automatically format the number correctly.

Extension

The extension for this phone number. You can enter up to 6 characters.

7.	Provide an alternate number:

Phone Type

The phone type for this telephone number: Assistant, Business, Business 2, Cell phone, Fax, Fax 2, Home, Home 2, Other, Pager.

Number

The telephone number for this person. You can enter up to 15 characters. If a telephone number mask has been created for the appropriate country, you do not have to enter any formatting characters such as brackets or dashes. APM will automatically format the number correctly.

Extension

The extension for this phone number. You can enter up to 6 characters.

8.	Provide an email address.

9.	Select the Home Contact Info tab. Fill in any required information on this tab.

10.	Select the Options tab. If the employee is also an APM user, the Dashboards and My Desk tab is displayed. For example:

11.	When logged on to APM, the employee sees the Dashboard view on the site window if at least one dashboard is assigned to the employee record. You can select up to five dashboards to display in the view.

12.	When Show dashboard reference is selected, the employee sees the icon and name of the dashboard definition at the bottom of the Dashboard view. This is handy for dashboard designers, who can open the definitions when testing their dashboards.

13.	Select the set of sidebar dashboards that the employee will view throughout the site. For example, the set might include an assets sidebar that appears on the Assets view, Listing tab. Sidebar dashboards typically display summary charts.

Tip: To assign a sidebar dashboard set to multiple employees, see To Create a Sidebar Set.

14.	Select a My desk set for the employee. When the employee logs on to APM, the My Desk view appears on the site window. The My Desk dashboard set lists the dashboards that appear in the view. For example, the set might include the My Approval Requests tab.

15.	If available, select the User Defined Fields tab and populate the string boxes and dates, as needed.

16.	Fill in the information on the remaining tabs as appropriate. For more information see:

•	Selecting Roles and Permissions for an Employee

•	Setting up an Employee as an Approver.

•	Setting Email Options for an Employee

•	Setting Task Comment and Hold Options for an Employee

•	Adding an On-site Contract Employee

17.	When you are finished, save and close the employee record.