Common User Scenarios

Access to the Encompassing Visions application and its functions is granted through access permissions for each function. Different functions within your organization may need varying levels of access to a variety of functions. We have provided default user profiles for seven standard functions within the application. Within your organization you may wish to modify the permissions for some of the profiles or add or remove profiles in order to establish security for the functions specific to your organization. You also have the ability to grant specific permissions to specific users and ignore the profiles.

See Users for instructions on customizing access permissions and Security Modules for a complete listing of the functions the permissions can be applied to.

Access level is the level of security or permissions provided to the user for a particular function. There are five possible values:

N/A - No Access Rights. This allows no access to the function. Most users with limited access will have no access rights to most of the functions in the system.

1 - Read-Only Access Rights. This level allows a user to access a function and read the information but not update it. Buttons that would permit editing are disabled.

2 - Update Access Rights. This level gives a user the right to make some editorial changes in text fields but does not permit adding or deleting records.

3 - Update/Create Access Rights. This level gives the user to add, edit and delete records in a module. This is the minimum level of access required to perform most data entry functions in the organization. E.g. Organizational Objectives, Completing Core Surveys, Completing Automated (Job) Questionnaires, Creating Employee Work Plans, Completing Learning and Growth Reviews, Creating Training Plans.

4 - Full Access Rights including Confidential. This level gives the user rights to add, edit and delete records in a module including access to Confidential Jobs.

5 - System Administrator Functions - Restricted Access. This level gives the user rights to add, edit and delete records in all functions including access to Confidential Jobs. This access level is necessary in order to view the Administration module on the Main Menu.

There are several standard access groupings that will be typical in most organizations. These scenarios match the default User Profiles established in Encompassing Visions™, however, we strongly recommend that a single user profile (A5Comprehensive) is used for all non-Administrative users of the application.

With changes that have occurred in our latest version 2018.1.0, we recommend the following:

o A ‘1’ on JOBS in the most commonly used Profile so people can see just Job Descriptions. With the changes made in this version, with a ‘1’ the list of options showing in Jobs/Input is restricted to just showing Job Descriptions. No other options need to be filtered through.

oThe standard profile used in the organization utilizing learning and growth management should now be given a ‘2’ for Employees. This will ensure employees (the user logged in) will be able to view their personal skills/skill expirations, and leads will be able to update the Skills/Skills Expiration of their subordinates.

oVerify the standard profile used by the organization utilizing learning and growth management functionality have a ‘3’ set for Organizational Learning and Growth so leads/managers can start to see how their organization is performing relative to the organization as a whole.

These permissions allow a user to view job details and complete the Automated (Job) Questionnaire for one or more jobs through the Jobs - User Assigned Jobs function of the Jobs module. This is a special function that only allows users to look at the jobs that have been linked to their User ID through the Link Jobs to Users function in the Administration module. The Jobs - User Specific function is typically used during the initial Job Evaluation process.

Note: The authorization level for Job Definition Data Entry must be "4" in order to complete a questionnaire for a Confidential job. To do this you can use the Confidential profile (default profile is A6 - Confidential), create a new profile that has Authorization Level 4 access to this function only or use individual permissions for the users who need to complete questionnaires for confidential jobs.

If you want your evaluation committee to be able to print the Job Descriptions, you will need to grant access to the Print Job Reports function. Level 1 access can print the reports for non-confidential Jobs. Level 4 or 5 can print the reports for confidential Jobs.

These permissions allow a user to view job details and print the 'Non-Confidential Job Descriptions as a 'System Wide' level.

These permissions allow a user to complete a new Competency Alignment Survey. Users who access this function must be linked to an employee and the employee must have a Job Group assigned.

The following are the typical settings for accessing the Competency Alignment Survey function:

You may also want to consider providing access to the Competency Alignment Survey Results function if the users entering the summary are permitted to view the overall results of all the surveys. Authorization Level "4" is required to the Competency Alignment Survey Results function in order for it to appear on the user's System Menu for viewing.

These permissions allow a user to access the learning and growth management functions within Encompassing Visions. Users who are required to complete employee learning and growth reviews must be linked to an employee. You may want to customize this profile depending on whether you are using Work Plans in your organization. The default profile enables access to all learning and growth management functions:

Note: Employees identified as Leads and granted Learning and Growth Feedback (Only) access are automatically granted access to perform the same functions for their subordinates based on the Organization Structure.

Standard access combines the access rights for Job Evaluation and Learning and Growth Feedback. Users who are required to complete employee learning and growth reviews must be linked to an employee. The following outlines the settings for this access:

•Remove the access to define jobs by assigning Authorization Level 0 to the Jobs - User Assigned Jobs function.

Comprehensive access combines the access rights for Job Evaluation (including Skills and Work Reports), Learning and Growth Feedback and Organizational Learning and Growth. Users who are required to complete employee learning and growth reviews must be linked to an employee. This would be the access level typically applied to Leads or Management. The following outlines the settings for this access:

•Remove the access to Jobs by assigning Authorization Level 0 to the Jobs function.

•Remove the access to Jobs - User Specific by assigning Authorization Level 0 to the Jobs - User Assigned Jobs function.

Confidential access grants the user permissions to all Non-Administration modules in Encompassing Visions including all jobs designated as confidential. Confidential access also grants permission to run all Administrative Reports. Users who are required to complete employee learning and growth reviews must be linked to an employee. This is the access level typically assigned to Executives within the organization. The following outlines the settings for this access:

Note: Administration Reports is an Administration Level function and requires access level 5 in order to be included in the user's System Menu.

Administrator access grants the highest level of access (Authorization Level "5") to all functions in Encompassing Visions. This allows administrators to perform all functions EXCEPT Completing Employee Learning and Growth Reviews for employees they are not designated as a reviewer for. This level of access should be restricted to very few within the organization and to only those trained /certified as an Encompassing Visions Administrator.

Access Level		Details	Skills	Skills/Expiration

0		N/A	N/A	N/A
1	Self	Read Only	Read Only	Read Only
	Subordinates	Read Only	Read Only	Read Only
	Others	N/A	N/A	N/A
	Confidential	N/A	N/A	N/A
2	Self	Read Only	Read Only	Read Only
	Subordinates	Read Only	Read Write	Read Write
	Others	N/A	N/A	N/A
	Confidential	N/A	N/A	N/A
3	Self	Read Only	Read Write	Read Write
	Subordinates	Read Only	Read Write	Read Write
	Others	N/A	N/A	N/A
	Confidential	N/A	N/A	N/A
4	Self	Read Only	Read Write	Read Write
	Subordinates	Read Only	Read Write	Read Write
	Others	N/A	N/A	N/A
	Confidential	Read Only	Read Write	Read Write
5	All	Read Write	Read Write	Read Write

Clicking on

in the actions box, gives read only access to your Employee Detail screen.

A' Read Only' access is available to your skills page and the skills/expiration page.

Clicking on

in the actions box, gives read only access to your Employee Detail screen and to your Direct Reports.

As the Supervisor/Lead, you have access add, edit, renew and delete skills for your direct reports.

The Skills/Certifications Report will list the skills needing renewal for your direct reports.