Administrator

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Administrator Employee Overview

• September, 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 users 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

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Employee Profile
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Employee Profile

• The employee profile consists of 3 tabs
• Employee Tab provides general employee contact
  information and a summary of the employees
  security and access information
• Administrator Tab is used to assign the reporting
  and data visibility role and security permissions
  for the employee
• Interactions Tab lists all of the e-mails sent to
  the employee by the Communications Team

Quick Tip
To view your employee profile in OneView, click
the My Profile Business Object
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Employee Profile Employee Tab
1

• The employee tab contains information on
• Employees contact and job details
• Summary of the employees security permissions
  (read-only view)
• List of countries in which the employee is the
  Country Lead Manager

Quick Tip
2
Most of the employees 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.
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Employee Profile Administrator Tab

• The administrator tab is where you designate
• Security and role settings which dictate the
  records the employee has edit access over
• License the user by ticking the OneView User Box
• Marketing and mass e-mailing permissions
• The employee as a Country Lead Manager

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Quick Tip
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.
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Employee Profile Administrator Tab, Continued

• Re-assign or delete accounts linked to the
  employee
• Use the Re-Assign / Delete Account Button to
  initiate the Account Re-assignment Tool
• View system details regarding to that user
• View a list of companies where the employee is
  the account manager
• View a list of opportunities where the employee
  is the opportunity owner
• 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
• Company Extract
• Contact Extract
• Employee Extract
• Extract User Adoption Statistics

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

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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).

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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 employees name
• Click the Search Button or hit Enter

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

Quick Tip
You can create an employee record without
licensing it. This will allow for the employees
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.
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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

Quick Tip
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.
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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

Quick Tip
IT will not send an e-mail to re-licensed users
advising them that their account was
re-activated.
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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 administrators functionality in OneView by
advising the OneView Global Administrator of
their preferences for each specific level of
administrator. 

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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

Quick Tip

• 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

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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

Quick Tip

• 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.

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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

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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

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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
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 extract

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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

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Differences between User Adoption Statistics
Extract and User Adoption Matrix Report

• User 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

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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

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Thank you