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Selecting Roles and Permissions for an Employee

In addition to maintaining general information about the employee (user ID, title, contact information, and so on), the employee record determines the roles and permissions that an employee has in the system. Roles enable employees to carry out their assigned tasks in APM. For each employee, you should select appropriate roles.
For example, if James Brown is a tradesperson, select the Tradesperson role, as well as the trades that he can perform. This will allow him to be assigned work and added to work schedules. If Mr. Brown is also a member of a maintenance group, specify the group name and his availability for scheduling purposes.
Employee permission groups allow you to control APM users’ access to specific functionality. In the case of status updates for assets and construction forms, group members can only change an object’s status when the object’s current status permits it. The permission group can also determine the statuses available for selection when the object’s status is updated.
In the case of regulated gas transactions, group members can select only the specified gas and transaction types when entering gas transactions. For example, the “Electrician” permission group might be restricted from entering gas recovery transactions for SF6 gas. When a group member creates a transaction, “Gas recovery” is not available in the Transaction type list and “SF6” is not available in the Gas type list.
Note: We recommend using security profiles to identify employees who have the authority to perform actions. Employee permission groups allow you to fine-tune security by restricting access at a more granular level. For more information, see Security.
This topic explains how to select roles and permission groups for an employee.
For information about setting up permission groups, see Setting up Employee Permission Groups.

To Select Roles and Permissions for an Employee

1.
From the Site window, select the Personnel view, Employees tab, and Listing tab. By default, this tab lists all employees for the site and below.
2.
Double-click to open the employee record. The Employee window appears, open to the Properties view.
3.
Make sure that editing is enabled.
4.
Select the Roles tab and the Permissions tab.
5.
Select the appropriate permission groups.
6.
Select the appropriate asset-focused overviews.
7.
Select the Strategy Development tab. If the employee is not allowed to create and update a type of analysis or template, clear the option for that type.
8.
Select the Inspection tab. Select the appropriate options:
Setting Name
Description
Inspector, data collection
The employee collects the data needed for inspection analysis.
Inspection planning and analysis
The employee plans inspections and analyzes the collected data.
9.
Select the Performance Management tab. If your APM environment is configured to use AWEIS and anomaly risk assessment integration, you can select owners for anomaly events. Select Can own anomaly events to include the employee in selection lists.
10.
Select the Work Management tab. For example:
11.
Select the appropriate options:
Setting Name
Description
Planner
Select this option when the employee acts as a work planner. Planners are responsible for the management of work orders, work order tasks, standard jobs, standard tasks, job templates, and task templates.
Supervisor
Select this option when the employee is a maintenance supervisor. A maintenance supervisor has responsibility for a hierarchy of maintenance workers. Select the maintenance group from the list.
Maintenance supervisors can be referenced on construction forms. The site’s Construction Management view, Review tab provides a configuration for displaying construction forms by maintenance supervisor.
Tip: The Construction form review panel can be added to a My Desk dashboard, and then the dashboard can be added to a My Desk set. When the employee logs on to APM, the site’s My Desk view displays a review pane showing construction forms that are ready for his or her review. See Setting up My Desk Views.
Scheduler
Select this option when the employee schedules work. Schedulers are responsible for scheduling work order tasks. Each scheduler will be responsible for one or more sets of schedules.
When the employee is a scheduler, you should also select a top schedule and a top schedule template.
Top Schedule Template
Select the schedule template that will be the top template for the employee’s schedule template hierarchy.
This schedule template hierarchy will appear on the employee’s My Desk view. If a schedule template is not selected, the schedule template hierarchy will not appear on this view.
Top Schedule
Select the schedule that will be the top parent schedule for the employee’s schedule hierarchy. This schedule hierarchy will appear on the employee’s My Desk view. If a top parent schedule is not selected, the schedule hierarchy will not appear on this view.
Project manager
Identifies the employee as a project manager. An employee must be identified as a project manager to be available as a project manager when setting up projects.
Project managers are responsible for creating and planning capital projects. Each project can have one project manager assigned.
Trades person
Select this option when the employee is a trades person. You can select a primary trade for the employee and any other trades that apply. Employees with this role can be assigned to fill labor requirements on work order tasks and schedules.
Note: Only trades that are set to have either Maintenance only or Both maintenance and purchasing as an Available source will be available for selection.
Troubleshooter
Select this option if the employee acts as a troubleshooter. Troubleshooters can record their time worked using troubleshooter timecards.
Override maintenance group availability percentage
If the employee’s maintenance group uses availability scheduling, the maintenance group may have a defined availability percentage. If this employee has a different availability percentage from the maintenance group, select the Override option and then enter the employee’s percent availability in the box.
Alternate trades
Select the appropriate alternate trades for this employee.
12.
On the Roles tab, Purchasing tab, enter the following information:
Setting Name
Description
Buyer
Select this option when the employee acts as a buyer. Each resource typically has a buyer assigned to it.
Shipper/receiver
Select this option when the employee is a shipper/receiver. This means that the employee has the authority to ship assets to other sites and receive asset transfers from other sites.
The personnel records for employees who are shippers or receivers must be owned by the site where they have the authority to ship and receive. If your organization includes multiple sites and the employee is owned by the top site in the hierarchy, he or she will not be able to authorize asset transfers to or from any site below the top site.
Warehouse clerk
Select this option if the employee is a warehouse clerk, and then select the warehouse where the employee works.
The employee records for warehouse clerks must be on the same site as the warehouses that they work in.
13.
On the Roles tab, Operations tab, enter the following information:
Setting Name
Description
Operations responsibility
If the employee operates equipment, select this option and then select the top asset for which the employee is responsible. For example, if the employee is responsible for a system and all of the equipment in the system, select the top system asset.
14.
Select the Options tab and then the Workflow tab, and enter the following options:
Setting Name
Description
Receiving reports are closed automatically when posted
Select this option to have the Receiving Report window close automatically when the employee clicks Post.
Note: This only closes the Receiving Report window and does not affect the status of the receiving report.
Invoices are closed automatically when posted
Select this option to have the Invoice window close automatically when the employee clicks Post.
Note: This only closes the Invoice window and does not affect the status of the invoice.
Invoice line tab format preference
The invoice line Entry Pad allows a user to quickly enter information for new invoice lines. Miscellaneous expense, extra charge, and tax lines can be entered from the Entry Pad.
Select the default view for this employee when entering lines on invoices:
•
List of invoice lines only
•
List of invoice lines with line Entry Pad
15.
On the Roles tab, select the Construction tab.
16.
Select Construction supervisor if the employee monitors and approves construction activities. The employee can be referenced on construction forms. The site’s Construction Management view, Review tab provides a configuration for displaying construction forms by construction supervisor.
Tip: The Construction form review panel can be added to a My Desk dashboard, and then the dashboard can be added to a My Desk set. When the employee logs on to APM, the site’s My Desk view displays a review pane showing construction forms that are ready for his or her review. See Setting up My Desk Views.
17.
Save and close the employee record.