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The employee records password file records are used to provide additional protection to the employee records data over and above the standard Permissions and Security mechanism used within the Autoline package.
An ADP user will have created their own and the payroll or human resources manager's security record as a part of the system set up. The payroll or human resources manager should ideally be a priority 8 employee records user, this person should then maintain all other employee records security records.
The employee records priority has to be 8+ for a user to be able to maintain employee records password records fully, a user with a employee records priority below priority 8 can only access the password field on their own employee records password record using the Change password option on the PE MISCELLANEOUS OPTIONS menu.
Standard functionality exists that allows you to create and maintain records.
Note: Password details are set up by your payroll or Human Resources manager or Autoline consultants. If you are unsure what to do, contact your payroll or Human Resources Manager in the first instance.
To access password records:
The Employee Records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the System maintenance option.
The PE SYSTEM MAINTENANCE menu is displayed.
Select Passwords option.
The Passwords form is displayed.
The passwords form is displayed when you select the Passwords option from the PE SYSTEM MAINTENANCE menu. From this form you can set up and maintain password details.
Maintenance of payroll password records
User Id: An 8 character user identifier which already has access activated for the employee records module within the Permission & Security.The user id will default to your own user id.
Tip: Click the Ellipsis button
to search for a user id code.
Encrypted password: Enter the employee records password - this should be different to the normal login password and not predictable. Once the password has been entered it is necessary to re-enter the password as confirmation and click OK.
Last changed: System maintained - the date of when the password was last changed.
Grade: The 'highest' grade of employee records that can be accessed. The grade is a 2 character field ideally left as letters only, for example, grade AA is the highest grade and grade ZZ is the lowest grade.
Tip: Click the Ellipsis button
Priority: The priority of the user when in the employee records module. The priority entered overrides any priority allocated from within the System Utilities, Permission and Security option.
The priority field is used to control access to menu options and maintenance functions within the employee records module. The standard functions are as follows:
Priority Description 1 Display employee records with sensitive fields such as address, home and mobile telephone numbers, dates and NI number suppressed. 2 Display employee records with the date of birth suppressed. 3 Display the full employee record. 4 Edit and creation of employee records. 5 Report generator use. 6 Maintenance of employer records. 7 Spare 8 Employee Records systems maintenance allowing for change control audit set up and record deletion, default employee, employer record maintenance, purging of employee records, system parameter maintenance, password, location and grade maintenance. 9 ADP only system set up. A table of up to 20 different location rules then follows:-
Wild card: Tick if the location field is to be used as a wild card otherwise leave blank.
Location: If the wild card field on the current location grid row has been ticked then enter the location using * or ? as wild card characters otherwise enter the full location code.
Tip: If the wild card field is blank select the drop down menu, adjacent to the Location field to view / select from all the available Location codes.
Include/Exclude: Enter either Include or Exclude.
If location security is not used the records should be left with just location 1 reading All locations.
The locations entered are used to restrict access within the employee records.
Tip: Select the drop down menu, adjacent to the Location field to view / select from all the available Location codes.
Enable user access: Tick this to allow the user ID to enter employee records, this is de-activated if the user fails to enter their correct password after the maximum number of login attempts allowed as defined within the system parameters of the employee records module.
Import data allowed: Tick this field if the user is allowed to use the Import user defined data option on the PE MISCELLANEOUS OPTIONS menu.
Last changed by: System maintained - the user ID that last changed the security record.
Date last changed: System maintained - the date the security record was last changed.
Time of last change: System maintained - the time the security record was last changed.
Created by: System maintained - the user ID that created the security record.
Date created: System maintained - the date the security record was created.
Timed created: System maintained - the time the security record was created.
Login attempts: System maintained - the current number of login attempts.
Last login attempts: System maintained - the last number of login attempts.
Date last logged in: System maintained - the date of the last login.
Time last logged in: System maintained - the time of the last login.
Terminal last login: System maintained - the terminal used to last login.
Summary of setting up a new Employee records, Payroll or Human Resources user
The following processes need to be performed by a combination of the computer systems administrator, the payroll manager and human resources manager in order for a user to be able to log onto the computer system and to enter and use the employee records, payroll and human resources modules.
Warning: If you need to contact software support to perform this process you will be required to fax authorisation to software support on letter headed paper, signed by a director stating the new user details - name, user id, module, company, priority and any existing user that is to have their details cloned from.
Create the user ID login on the computer system. This process should normally be completed by your computer systems administrator who should refer to a document called DAY ONE issued with the system that explains the process. If this document is not available please contact the software support department for a copy of the document.
If your computer system is hosted by the software supplier ask a recognised contact to log a BH1L type call requesting the user be set up on the KPay system or main Dealer Management System (DMS) as appropriate.
Load a copy of the version 6 KClient software onto the PC or lap top to be used by the user and set up the desktop ICON. This process should normally be completed by your computer systems administrator who should refer to a document called KCLIENT INSTALL.doc version 5 or above. If this document is not available please contact the software support department for a copy of the document.
A User record is next created for the user by a user who has priority 8 System utilities access within the System utilities, Management menu option called User details on the environment or system that contains the employee records and optional payroll and human resources modules. The User record might have to be created by the computer system administrator. If the employee records and optional payroll and human resources modules reside on a separate environment often referred to as Stand Alone Payroll or KPay there are only two TABs called Personal and System, most of the System fields are not required for use of the employee records, payroll or human resources modules.
The permissions and security of the user are next created by a user who has priority 8 System utilities access within the System utilities, Management menu option called Permissions & security on the environment or system that contains the employee records and optional payroll and human resources modules. The permissions and security records might have to be created by the computer system administrator. Other than providing access to payroll companies it is normally required for the user to have access to the Employee records module and perhaps also the human resources and document archive modules. For the Employee records, Payroll and Human Resource modules the true priority of the user is however determined by a separate module security record. Refer to the links below that provide guidance on what functionality is available for each of the modules at particular priorities.
The payroll manager who should have a priority 8 employee records access should now use the Employee Records, System maintenance, Passwords option to set up an employee records security record for each employee records company that the user is to have access to - this is normally just a 00 or global company.
The payroll manager who should have a priority 8 payroll access should now use the Payroll, System maintenance, Passwords option to set up a payroll security record for each payroll company that the user is to have access to.
The Human Resources manager who should have a priority 8 human resources access should now use the Human Resources, System maintenance, User profiles option to set up if required a profile to control the user access within the human resources module for each human resources company that the user is to have access to - this is normally just a 00 or global company.
The Human Resources manager who should have a priority 8 human resources access should now use the Human Resources, System maintenance, Passwords option to set up if required a human resources security record for each human resources company that the user is to have access to - this is normally just a 00 or global company.
The user should now click the ICON on their desktop to access the system using the passwords supplied by the computer systems administrator, payroll and human resources managers and enter each of the modules and companies in order to set their own password. Refer to the links below that explain these options.
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