The People screen is used by the Administrator to maintain the list of Unanet users. These may include employees, sub-contractors, customer approvers, suppliers --- anyone needing access for recording or reporting on Unanet information.
When defining people, you may need to consider the following items:
Which users will define projects, approve project time, manage project budgets? (Project Manager role)
Which users will be assigned as alternate PM's for each employee holding project manager role.
Will all users enter their own time?
Will a delegate be responsible for entering time and expenses for certain users?
Which users report time to the same set of projects and tasks each week (set them to Auto-Fill).
Which managers and supervisors will approve entire timesheets and expense reports? (Manager role)
Which approval groups (managers) will approve an employee's timesheet and expense reports?
Which users will be assigned as alternate managers for each user holding the project manager role?
Will subcontractors report time and expenses through Unanet?
Do you want to define standard or default bill and cost rates for each person?
Should cost rates be salary-based or fully-loaded cost rates? (UnaLink for Deltek S/1 users must use salary-based cost rates).
Will the user have a default Project/Task that may be used to auto-populate their timesheet?
Will external customers approve any project time in Unanet? (define these users with the Customer role only)
The links below detail the many elements available on the People maintenance screen and includes information on:
More Functions (for changing password, exempt status, rate info, etc.)
Location: Administrator - People - Add.
The Administrator has the ability to create a new person.
Note: You can also import the new employee's data into the Unanet application. Click Person Import to learn more about the person import feature.
|
Save the current data on the form. |
|
Clear the data on the current form. |
Username - The unique system identifier each person will use to login to Unanet application. For example, employees first initial followed by their last name. This is a required field.
Person Code - A small (up to 5 characters) identifier for each user in Unanet. It will be used in reports, projects, and tasks for name abbreviations to save space. For example, employees initials. This is an optional field.
Unanet Password - A password the new person will use to login to Unanet application. This is a required field with a maximum of 20 characters.
Confirm Password - This field is used to confirm the user's Unanet password entered above.
IVR Password - A pin the new person will use to access Unanet application via the Interactive Voice Response system. This password must be at least 4 digit number. No alpha characters are allowed in this field. This is an optional field. It should only be used if your Unanet application is configured to use IVR.
Confirm Password - This field is used to confirm the IVR password entered above.
Identification Code 1 - This is an optional field that can be used to enter employee's Human Resources Id of up to 20 characters long if the company has a need to store this information.
Identification Code 2 - This is an optional field that can be used to enter employee's SSN or any other identifier of up to 11 characters long if the company has a need to store this information.
First Name, Last Name - These are mandatory fields that are used to enter employee's name. Each field can store a value up to 30 characters long.
Middle Initial, Suffix, Nick Name - These are optional fields.
Organization - This field defines the organization to which the employee belongs. This is a mandatory field. A single organization must be chosen from the list of the available Organizations that were defined by the Administrator.
Expense Approval Authority Amount - This field is used only by Una$ense. If the employee has approval privileges, this field defines the maximum expense amount that the employee has the authority to approve. For more details on the Unanet approval process see Setting up Approval Groups.
Preferred Payment Method - This field defines the payment method that by default will be selected from the list of available payment methods in the expense reports created for the employee. This field is only relevant if the Unanet installation is configured for expense reporting.
Time Increments - This field defines the smallest time increment the employee can use to report time. This value will also be used to round the time entered in the timesheet.
Default Pay Code - this field defines the pay code that will be used on the employees time sheet if no default pay code was defined for the project to which the employee is reporting time and if no system wide default pay code was defined. This field is optional.
Default Labor Category - this field defines the labor category that will be used to assign the employee to a project or a task if no other labor category was defined during the assignment process. This field is optional.
Time Period - The time period this person will be entering time for, as defined by the administrator. UnaTime can handle multiple time periods. (weekly, every two weeks, twice a month, and monthly) For more information, see Setting Up Time Periods. Time Period entries can only be updated for existing users if the user does not have any existing timesheets in the system.
Time Approval Group - If Unanet application is configured to use the time approval process, once the user submits a timesheet, the timesheet is forwarded on for approvals. The timesheet will not reach the Completed status until all designated managers approve it. For more details on the Unanet approval process see Setting up Approval Groups.
Expense Approval Group - If Unanet application is configured to use the expense approval process, once the user submits an expense report, the expense report is forwarded on for approvals. The expense report will not reach the Completed status until all designated managers approve it. For more details on the Unanet approval process see Setting up Approval Groups.
Roles - Most of the Roles listed corresponds to the menu on the left hand side of the Unanet application. The exception are the following roles: "Viewer", "UnaSource User" and "PDA User". The "Viewer" can view time reports for users that belong to the same Person Organization. Two of the reports the Viewer can see are the Timesheet Status report and the Org Time Report. The "UnaSource User" role determines if the activities available in UnaSource module can be performed for the user (e.g. define skills, create planned work). The "PDA User" role allows the user to enter their time and / or expenses via the PDA device.
Personal Settings - These fields allow the Administrator to control the e-mail notifications as well as pre-populating the new timesheets with the projects from the previously completed timesheets.
Active Status - This allows the Administrator to logically remove a user from the system. This will keep all their data in the system for reporting purposes. When a user becomes inactive, they can no longer log into the system. In many places within the system, inactive people are not shown (e.g. they are removed from many of the People selection criteria boxes for reports as an example). Inactive people do, however, show up in a number of places, including Approval Groups and Project Assignments.
Effective Date - This field defines the effective date of the employee rates. This is a mandatory field. By default it is set to the current system date.
Billable Rate - This field defines the employee's hourly bill rate. This is an optional field. If no data was provided, it will be set to zero.
Cost Rate - This field defines the employee's hourly cost rate. This is an optional field. If no data was provided, it will be set to zero.
Classification - This field can be Exempt, Non-Exempt, or Non-Employee. Employee Classification impacts the total labor cost calculation if Unanet application is configured to use Cost Rate Dilution. Click Unanet Dilution to learn more about our implementation of dilution.
Dilution Period - This field defines a time period for the labor cost calculation if Unanet application is configured to use Cost Rate Dilution. Click Unanet Dilution to learn more about our implementation of dilution.
The People Page comes with an option to add up to 10 user defined fields. In order to display these fields on the data entry screen, it is necessary to edit the text.properties file. Click here to read information about the text.properties file. If this file does not exist in the properties directory on the web server, then it must be created. The only requirement is that the file must start with one blank line and the parameters below start on the second line. It is important to add a label to each field. If the person.user01 to person.user10 fields are left blank (as they are now), they will not be displayed in the system. It is also possible to add a header for the user defined fields. This is done by using the property person.userdefined.header.
Remember, any changes to this file, require that you stop and restart your servlet engine before they take effect.
Note: The user defined fields are all strings, limited to 128 characters in length.
person.userdefined.header=
person.user01=
person.user02=
person.user03=
person.user04=
person.user05=
person.user06=
person.user07=
person.user08=
person.user09=
person.user10=
For example if the text.properties file looks like the following:
person.userdefined.header=Additional information
person.user01=Title
person.user02=Birthday
person.user03=
person.user04=
person.user05=
person.user06=
person.user07=
person.user08=
person.user09=
person.user10=
The bottom of the add screen will look like this:
Location: Administrator - People - List - <choose the
person you'd like to edit by clicking (
)>.
Not all the fields that appeared on the original Person Add page are available on the Person Edit page. Changes to employee's passwords, rates and dilution information are administered through separate pages. Those pages can be accessed from the More Functions list at the bottom of the edit page.
Once a user record has been entered and saved, you can access additional attributes about this person by selecting one of the options on the 'More Functions' dropdown list.
Details - This option allows the Administrator to enter employee's Payroll Details. Click Details
Rates - This option allows the Administrator to change employee's rates. Click Rates to learn more
Dilution - This option allows the Administrator to change employee's dilution. Click Dilution to learn
Contacts - This option allows the Administrator to change a user's contact information. Click User Contacts to learn more about this option.
Passwords - This option allows the Administrator to reset user's passwords. Click Passwords to learn more about this option.
Credit Cards - This option allows the Administrator to change user's credit card information. Click Credit Cards to learn more about this option.
Alternates - This option allows the Administrator to change user's alternates. Click Alternates to learn more about this option.
Default Project/Task - This option allows the Administrator to change user's Default Project and Task. Click Default Project/Task to learn more about this option.
Skills - This option allows the Administrator to assign skills to the user. Click Assign Skills to learn more about this option.
Note: The Edit screen may look a little different if user defined fields are used for People.
Below is an example of listing all the people. Select List under the People Menu.
To edit Person information, click on the edit icon ().
To delete a Person, click on the delete icon (
).
To view all the Timesheets and make Time Adjustment,
click on the timesheet icon (
)
To view all the Expense Reports, click on the expense icon (
)
To perform a retroactive cost rate
adjustment, click on the retro icon (
)
Note: There are flags in the unanet.properties file that allows administrators and manager to edit someone else's expense report. The default is false for both, which means that Administrators and Managers can not edit and make changes to anyone else's expense report. To turn either of these abilities on, set one or both of these flags in the properties file to true (1) unasense.expense.admin.edit=true or unasense.expense.manager.edit=true. There are also flags for the timesheet side. The values are either true or false, but by default, they are unatime.admin.edit=false and unatime.manager.edit=true.
Administrators can search for People. Select Search under the People Menu.
The resulting list of People differs from the People -- List output in that the 'search' output optionally includes information about Alternates and details about specific roles assigned to each user.
Active: search active people only. The result will display all people where Active was selected on Active Status.
Non-active: search non-active people only. The result will display all people where Active Status was set to Inactive.
All People: display both Active and Non-active people.
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