What do you want to do or be advised about?
The human resources password file records are used to provide additional protection to the human resource 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 human resources manager's security record as a part of the system set up. The human resources manager should ideally be a priority 8 human resources user, this person should then maintain all other human resources security records.
The human resources priority has to be 8+ for a user to be able to maintain human resource password records fully, a user with a human resource priority below priority 8 can only access the password field on their own human resource password record using the Change password option on the main human resources menu.
Standard functionality exists that allows you to create and maintain records. To clone an existing record, first display the existing record, click the Copy radio button and click the Create button.
Note: Password details are set up by your Human Resources manager or Autoline consultants. If you are unsure what to do, contact your Human Resources Manager in the first instance.
To access password records:
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the System maintenance option.
The 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 SYSTEM MAINTENANCE menu. From this form you can set up and maintain password details.
User Id: An 8 character user identifier which already has access activated for the human resources 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 human resources 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.
Note: Unless you are a priority 8 or higher user the password field will be the only field available to amend on your own user record.
Priority: The priority of the user when in the human resources 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 human resources module. The default priorities and their standard functions are as follows:
Priority Description 1 Display human resources record with sensitive employee record fields such as address, telephone numbers, date of birth and NI number suppressed. 2 Display human resources record with the date of birth on the employee record field suppressed. 3 Edit human resources record and if recruitment processing is used, edit the applicant and vacancy records, setting of non working days on the user's own calendar. 4 Create human resource records and if recruitment processing is used, create applicant and vacancy records. Setting non working days on all calendars. 5 Report generator use. 6 Look up file maintenance, use of holiday and notice period generation and holiday year end utilities. Override of calendar absence warnings. 7 Spare 8 Human resources systems maintenance allowing for deleting of human resource records, purging of data files, setting up new human resource passwords, setting up of user definable data files, amendment of default data records. 9 ADP only system set up. Grade: The 'highest' grade of human resources or leaver record 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: Provided you have Allow lookup editing switched on your human resources security record and your priority is greater or matching the human resources system parameter priority to amend look up files, click the Ellipsis button
Profile code: The profile code defines the access mode to each of the screens found on the human resources record. The access mode for each screen can be either None, Display or Edit. This is further controlled by being varied for the human resources record for the user themselves and for all other human resource records.
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 human resources and leaver files.
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 human resources, 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 human resources module.
Allow lookup editing: This should be ticked if the user is to have access to maintain look up files. It will only be effective if the human resources priority is greater or matching the human resources system parameter priority to amend look up files.
Last changed userid: 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.
User ID of creator: 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.
