Employee, Supervisor and Manager Roles for iHRIS Manage

Three additional roles have been proposed for iHRIS Manage: Employee, Supervisor and Manager. The purpose of these roles is as follows:

• Employee: Enables a person to log in to the system and update his/her own record (a "self-service" option). This will be useful for recording contact information changes or requesting trainings, for example.
• Supervisor: Enables a person to log in to the system and view or update the records of any employee s/he supervises, as well as produce reports showing only data about that person's supervisees. This will be useful for recording performance assessessment, disciplinary actions and notes in the employee's record.
• Manager: Enables a person to log in to the system and view or update the records of any employee working in a department, office or facility that s/he manages, as well as producing reports showing only data about that department, office or facility. This will be useful for providing limited access to data to middle-level managers.

A fourth role that will also need to be implemented is Guest. Logging in with a guest account (a generic username and password) would enable a user to have access to the job application form and to add educational and employment history only. The person would have to validate his/her identity to access additional functions.

While some information and notes have been added to the use cases to support these roles and the actors have been defined in the use case model, the documentation has not been completed.

Logging In

It is proposed that users with these roles would first log in as a Guest. Then, if they have an employee record in the system, they can authenticate against the First Name, Surname and Password stored with the employee record. Their role in the system is determined from data stored in the employee record. This login procedure has not yet been documented but would be added to the Log In use case (UC-PT48).

Employee Role

Next to Guest, the Employee role is the most limited of all roles. The Employee can only view and update his/her own record, and may not be able to change many items in that record, such as position, salary and notes. The Employee will be able to complete a job application and enter educatonal and employment history in order to apply for open jobs in the organization. The Employee may be able to view some reports, such as a Staff Directory. The Employee cannot view other staff records.

The Employee is considered to have left the organization's employment when a position change is recorded but no new position is set for the Employee. The Employee then becomes an Old Employee and should be denied access to the system except as a Guest.