Administrator – Employee OverviewSeptember, 2011

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Objective

To provide regional and country administrators an overview of the employee creation and licensing process in OneView.

Licensing a user in OneView is an important and essential role for administrators as it entails designating the user’s security and data visibility role which dictates what records the employee has edit rights over.

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Agenda

Employee Profile

Employee Licensing – Rules and Security

Employee Record Creation

Licensing an Employee

Administrator Designation

Granting Marketing and Mass Mailing Permissions

Country Lead Manager Designation

User De-Activation

Employee Smart Portals

Employee Reports

Employee Profile

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Employee Profile

– The employee profile consists of 3 tabs:

1. Employee Tab provides general employee contact information and a summary of the employee’s security and access information

2. Administrator Tab is used to assign the reporting and data visibility role and security permissions for the employee

3. Interactions Tab lists all of the e-mails sent to the employee by the Communications Team

To view your employee profile in OneView, click the My Profile Business Object

Quick Tip

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Employee Profile – Employee Tab

– The employee tab contains information on:

1. Employee’s contact and job details

2. Summary of the employee’s security permissions (read-only view)

3. List of countries in which the employee is the Country Lead Manager

Most of the employee’s contact and job details (figure 1)will auto - populate as part of an employee upload process from HCM (human resources database) into OneView. To correct any errors, please advise the employee to work with his or her human resources representative to get the error (s) corrected in HCM.

Quick Tip

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Employee Profile – Administrator Tab

– The administrator tab is where you designate:1. Security and role settings

which dictate the records the employee has edit access over – License the user by

ticking the OneView User Box

2. Marketing and mass e-mailing permissions

3. The employee as a Country Lead Manager

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After ticking the Country Lead Manager box, the “+” sign in the country grid will become visible. Click the + sign to add a row in the country grid and select the country from the drop down list.

Quick Tip

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Employee Profile – Administrator Tab, Continued

4. Re-assign or delete accounts linked to the employee

– Use the Re-Assign / Delete Account Button to initiate the Account Re-assignment Tool

5. View system details regarding to that user

6. View a list of companies where the employee is the account manager

7. View a list of opportunities where the employee is the opportunity owner

8. View a list of activities assigned to the employee

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Employee Profile – Administrator Tab, Continued

– The Administrator Tab is also where you run certain extracts and reports including:

1. Company Extract

2. Contact Extract

3. Employee Extract

4. Extract User Adoption Statistics

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For additional information on the extracts listed above, please refer to the reports sections of this manual.

Quick Tip

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Employee Profile – Interactions Tab

– The Interactions Tab contains:

– Internal e-mails the employee received from the Communications Team

– The number of e-mails bounced back e-mails

– Preferred e-mail format

Employee Licensing – Rules and Security

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User Licensing Rules

– By default all administrators with country level visibility or higher can create new users in OneView– Regional administrators have the ability to grant or restrict this functionality to Country

Administrators and below

– An administrator can create or license users that have up to the same security and visibility as themselves (i.e. a regional administrator cannot create or license an user with global visibility)

– Licensing an user takes between 1-2 business days

– IT sends newly licensed users an e-mail notification with their user ID, password, and instructions for installing OneView on their computer. IT copies in the relevant regional administrator on the e-mail.

– No e-mail notification is sent to re-licensed users (users that were un-licensed or de-activated and are licensed again)

– Licensed users who do not log into OneView at least once every 60 calendar days automatically get un-licensed via a batch process

– Users will receive e-mail notifications that their account is at risk for deactivation at 30, 40 and 50 days of inactivity

– No notification sent to the user when the account is un-licensed

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Freight & Logistics Security and Visibility Model

– The user has edit rights to all records in their security group and below

– An administrator can create or license users that have up to the same security or visibility group as themselves (i.e. a regional administrator cannot create or license an user with global visibility).

Global

Region

Region Area

Country

Country Area

Team

Sales Rep

Employee Record Creation

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Employee Record Creation

– First check to see if the employee already has a record in OneView by running an Employee Quick Search

– To run an Employee Quick Search:

– Click the Employee Business Object

– Click Quick Search– Select the appropriate

search criterion, Contains or Starts With

– Starts With is selected by default

– Type in the user the employee’s name

– Click the Search Button or hit Enter

Employee Name

If the employee already has a record, you can license the existing record, if not, you will need to manually create an employee record.

Quick Tip

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Employee Record Creation, Continued

– If the employee does not have a record in OneView, manually create an employee record by: – Clicking on the Employee

Business Object– Clicking New Employee

Link– New Employee Form will

appear – Enter all mandatory

information (designated with an orange dot) on the Employee Tab

– Click Save You can create an employee record without licensing it. This will allow for the employee’s name to appear in employee drop down lists (i.e. Reports To Field) but the user will not be able to log into the system.

Quick Tip

Licensing an Employee

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Licensing an Employee Record

– Licensing an employee record enables the employee to log into OneView

– To license an employee:– Open the employee record– Click the Administrator Tab – Tick the OneView User Box

(indicates that the user should be licensed)

– Designate the Reporting / Data Visibility Role for the user by clicking the Change Reporting Data Visibility Button

– Fill in the mandatory reporting and data visibility fields designated with an orange dot

– Click Save

The default reporting data visibility role is sales rep. To grant the user greater visibility click the Change Reporting Data Visibility Button and tick the box next to the appropriate security role.

Quick Tip

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Licensing an Employee Record, Continued

– Between 1-2 business days, IT will send an e-mail to the user with their user name, password and instructions for installing the system on their computer

– The OneView Regional Administrator will be copied on the new user e-mail notification

IT will not send an e-mail to re-licensed users advising them that their account was re-activated.

Quick Tip

Administrator Designation

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Administrator Designation– Any licensed user with

reporting or data visibility of team level or higher may be designated as an administrator

– To designate the user as an administrator, tick the Admin Box on the Administrator Tab of the Employee Profile

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Administrator Designation, Continued

The regional administrator may expand or restrict an administrator’s functionality in OneView by advising the OneView Global Administrator of their preferences for each

specific level of administrator. 

Granting Marketing and Mass Mailing Permissions

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Granting Marketing and Mass Mailing Permissions

– Granting an employee marketing permissions, allows the employee:

– To create marketing projects and project items

– To create leads on the marketing lead form

– To mass import unqualified leads against a marketing project or item

– To become a mass e-mailer if desired

– Your Regional Marketing Manager will indicate which employees are marketing users

– Grant marketing permissions by ticking the Marketing Box

– Grant mass mailing permissions by ticking:

– Marketing Box

– Mass Mailing Box

– Import Leads Box

Note: Only the OneView Global Administrator may tick the Communications and Mass Mailing Admin boxes

Quick Tip

Country Lead Manager Designation

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Country Lead Manager Designation

– The Country Lead Manager is responsible for receiving, reviewing and actioning all leads coming into their designated country(ies) for their business unit & division

– To designate an employee as a country lead receiver:

– Tick the Country Lead Manager Box AND

– Click the + to add a row to the country grid

– Select the country from the drop down list

– Click the X to remove the country

– OneView only recognizes a Country Lead Manager when both the Country Lead Manager Box is ticked and at least one country listed in the country grid

Ticking the Receive Lead Emails box is optional and will result in the system sending an email to the Country Lead Receiver whenever a new lead is received for their country and division.

Quick Tip

User De - Activation

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User De - Activation

– Users can be deactivated or unlicensed via 3 methods:

– Administrators (country level or higher) can un-license users by un-ticking the OneView User box or ticking the Left Company Box and entering the date left (if applicable)

– The system will automatically un-license users that have not logged onto the system for 60 calendar days

– The system will automatically un-license users whose employment status is inactive on the import file from HCM (HR Database)

– Country or regional administrators can re-license a de-activated user by ticking the OneView user box on the employee record

– It will take 1-2 business days for the account to get re-activated

Employee Smart Portal

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Employee Smart Portal

– Administrators can identify employees who are at risk due to inactivity with the My Team who have not logged in last ? Days Smart Portal

– It is not an anchored smart portal and needs to be manually be added to the home page by clicking the Personalize Button on the Home Page

Employee Reports

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Employee Extract

– Provides a listing of all OneView users in your territory or security group along with their contact details, specific security group, last login date and license status

– This report should be used to:

– Ensure that there is only one record per employee

– Ensure that the right individuals are licensed

– Ensure that licensed users are set up with the correct security and visibility

– Identify users that are at risk for auto-deactivation (not logged in for 60 days)

– Validate that users are updating their profile information with accurate phone numbers, titles, and e-mail addresses

– Recommended frequency to run this report is monthly

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Employee Extract Continued

Employee Extract

The Employee Extract is located on the Administrator Tab of your employee profile

Refer to the embedded sample Employee Extract CSV File (below)

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Extract User Adoption Statistics

– Provides a listing of all users in your division and security / visibility group with statistics on:

– Number of log ins

– Last login date

– Count of the number of company records in which the user is

– Account manager

– Team member

– Count of records created within the specified date range (companies, opportunities, and activities )

– Recommended frequency to run this report is weekly

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Extract User Adoption Statistics Continued

– Run the extract from the Admin Tab of your employee profile

– Enter the desired date range for the extract to measure

– Refer to the embedded sample extractExtract User

Adoption Statistics

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User Adoption Matrix

– Provides a dashboard view of usage by region and country for the last 7, 30 & 90 days with information on

– % of users with zero logins

– Average # of logins per user

– % of users with new opportunities

– Total # of opportunities created

– Total # of companies created

– Report does not distinguish between business unit & division

– Report only allows you to enter a cut off date (cannot specify the start date)

– Report is located under the Reports Business Object

– Recommended frequency to run this report is weekly

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User Adoption Matrix Continued

– Run the extract from the Reports Business Object

– Sample report embedded

User Adoption Matrix

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Differences between User Adoption Statistics Extract and User Adoption Matrix ReportUser Adoption Statistics

– Provides a breakdown by individual user

– Distinguishes between business unit and division

– Have the ability to specify a specific start and end date

Adoption Matrix

– Provides a 7, 30, and 90 day view by country

– Does not distinguish between business unit and division

– Goes from the inception of OneView to a specific cut off date

Summary

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Summary

After reviewing this manual, you should be able to:

– Create and license an employee in OneView

– Designate an Employee as:

– OneView Administrator

– Country Lead Manager

– Marketing and Mass E-Mailing User

– Understand the rules for User De-Activation

– Have an understanding of the available employee reports and smart portals that can help you manager your users

Thank you