The objective of this tutorial is to show users with administrator rights how to register employees in the PLANTA system and enable them to work with the PLANTA software.
Information
In order for the employees of a company to be able to work with the PLANTA software, the administrator must register and define them in the program as persons, users, resources, and stakeholders.
All modules that are necessary for entering and managing employee data and rights can be found in the
Users, Roles, Resources
module panel which belongs to thePM Administrationrole. For the creation of resource data, multi-project management rightsare required.
Notes
All exercises are based on the PLANTA demo data. This demo data must be installed beforehand.
The screen shots used in this tutorial are mere examples of functions and may differ from the actual layout in the program.
Create Persons
Task
Create the new employee, Ralf Schulze, as a person in PLANTA project in order to enable him to work with the program.
Information
Persons are basic elements in the PLANTA software.
Procedure
Log in with user R41.
Open PM Administration → Master Data in the user menu.
The
ID
of the new person is generated automatically as soon as you have filled one of the above-mentioned fields and jumped to the next field.
Save.
Result:
Create Person Attributes
Task
Assign a user name to Ralf Schulze so that he can log in to the program.
Furthermore, Ralf Schulze has to be defined
as a stakeholder so that he can join project teams and
as a resource so that he can be scheduled into projects and report the hours he worked to the appropriate projects.
Information
In PLANTA, three person attributes must be defined for each person:
User: required for the respective person to log in to the PLANTA program
Stakeholder: required for assembling project teams
Person resource: required for assigning the respective person to a project as a resource
Procedure
In the
Persons
module, click on the Create person attributes button in the data record for Ralf Schulze and save.
Three attributes (User, Stakeholder and Person resource) and the corresponding code are automatically assigned to the person of Ralf Schulze.
The code for all three attributes is the same as the person code.
Define a Person as a Resource
Task
Although Ralf Schulze has been given a resource code when the classifications were created, this is not sufficient in order to schedule him into projects as a resource. Additional settings are required.
Define Ralf Schulze as a resource.
Procedure
In the
Persons
module, in the person resource data record for Ralf Schulze, click on the link on the name in the
Person resource
field.
In the
Resource type
field, the Internal employee item is selected by default.
When you open the module,
Start
and
End period
will automatically be preset with today’s date and must be adjusted according to the definition of the resource planning horizon.
Fill the mandatory
Default cost type
field so that the new resource can be saved.
Additional specifications can be added at a later point in time if required.
Details
By clicking on the Display availability button you switch to the
Availability
module, where the resource's availability per day can be defined.
Define User Data
Note
The user data of the persons is not defined and edited directly in the
Persons
module, but in the
Users
module.
To define and edit user data, click on the link on the name in the
User
field in the user data record of the corresponding person.
As a result, you switch to the
Users
module and go directly to the record of the required user.
User Password
Note
Ralf Schulze, the newly created user, requires a password in order to be able to log in to the program.
For security reasons, no automatic passwords are generated for newly created users. As long as there are no passwords for the users yet, the latter cannot log in to the system and the User or password unknown. message will be displayed when they try to log in. If no other security login concept, e.g. single sign-on, is used, PLANTAproject administrators must immediately
generate a temporary password
for newly created users and make it available to user Ralf Schulze.
When he logs in for the first time, Ralf Schulze must immediately replace the temporary password by a new one.
Assign Roles to the User
Task
In company X, Ralf Schulze is to assume the role of project manager for project Y.
To be able to do this, the project manager role must be assigned to Ralf Schulze in PLANTAproject.
Information
Via the role assignment the user is given access rights to certain objects (modules or menu items that have been grouped into work areas).
At least two roles have to be assigned to each user. One of them controls access to menu items and the other(s) control(s) access to modules.
The standard roles defined by PLANTA are included in the scope of supply of the software. They can be modified or adjusted according to individual company requirements, or individual roles can be created in the
Roles
module.
Please read this information carefully as the following tasks presuppose your understanding of the PLANTA role and rights concept.
Procedure
In the
Users
module, right-click on the user data record of Ralf Schulze and select Insert → Role.
A role record is inserted.
Select the role of the project manager (01100219 Project Management in the standard system) from the listbox in the
Role ID
field.
Insert another role record and select one of the standard roles for menu items, e.g. 01100192 R39 All MI, from the listbox.
The assignment of a
menu item role
to each user is mandatory. Without such a role, the user is unable to start the program. When attempting to log in with a user who does not have access to menu items, the following message is displayed: IEmenu_send(): menu items couldn't be fetched. Closing application. (See log file for further information).
Save.
After Ralf Schulze has logged in to the system, he can see the menus that have been assigned to him and the corresponding menu items in his Menu Bar. In his user menu, he can see the role assigned to him.
Note
In case the PLANTA standard roles Project Manager and R39 MI All do not meet with the requirements of company X, the user with administration rights can
create new roles
.
Right-click and select Insert → Work Area, then select the required work area from the listbox.
Save.
Standard work areas are available for selection. If an individual work area is to be assigned, it must first be created and defined in the
Work Areas
module.
In the
Work Areas
module, only new work areas for modules are created and compiled. New work areas for menu items are created in the
Menu Item
module. For further information, please refer to the
Restrict Access to Menu Items
chapter.
Automatically, a blank work area record appears.
Assign a name to the new work area in the
Work area
field.
After you have confirmed your input, a number is generated automatically in the
Work area ID
field.
Select the GR module grouping value from the listbox in the
Category
field.
Assign modules to the work area. For this purpose:
Right-click on the work area record and select the Insert → Module command.
The module data record is inserted.
Select the number of the required module from the listbox in the MOD field or enter it manually.
The listbox only shows modules which were recently created by the user.
Save.
Assign further modules to the work area in this way.
Restrict Access to Menu Items
Task
The multi-project manager of company X thinks that Ralf Schulze should only have access to certain menu items, namely the Data, Edit and View menu items. He therefore wants Ralf Schulze’s access to menu items to be changed.
For comparison: Previously, Ralf Schulze also had access to the Form editor, Extras, Tools, and ? menu items.
The module contains two PLANTA standard work areas for menu items which must not to be changed.
In order to restrict the access to menu items for Ralf Schulze, an individual work area has to be created and assigned to an individual role.
Copy the R39 total (CU) work area with the Copy records Drag&Drop copy setting.
Confirm the message.
In doing this, a new work area is automatically created and all records (in this case menu items) are copied from the source work area to the new one. The roles assigned to the source workspace are not copied.
Assign a name to the new work area, e.g. R39 Restricted access.
In the new work area, menu items can be deleted or deactivated according to requirements. There are two options for deactivating menu items:
Normal menu items
are hard-coded and cannot be deleted from the work area.
In order to deactivate these menu items, enter 0 in the
Structure
field.
Menu items for calling up macros and modules (marked with the number 0001).
can be created and deleted individually per work area or be deactivated like normal menu items.
To deactivate them, enter 0 in the
Structure
field or delete them from the work area.
Consequently, in the case of Ralf Schulze, enter 0 in the
Structure
field for all menu items starting from Structure number 04 (menu item 319 form editor).
Do not change the entries in the records of the Data (structure numbers 01, 01.01, etc.), Edit (02, 02.01, etc.) and View (03, 03.01, etc.) menus here.
Right-click on an existing role and select the Insert → Role command to create a new role data record.
Assign a name to the new role in the Role field (here: Menu items limited).
Activate the Invisible in user menu checkbox for this role.
Save.
Right-click and select Insert → Work area to assign the new R39 Restricted access work area to this role.
Save.
Switch to the
Users
module and assign the new role to Ralf Schulze manually.
Delete the R39 All (CU) standard menu item role.
After Ralf Schulze has logged in to the system, he can see the Data, Edit, and View menus and the selected menu items in his
toolbar
.
Note
You can deactivate single menu items within menus in the same way.
Define User Startup Module
Information
In PLANTA project there are two variants for defining startup modules for a user.
The first variant allows you to define a particular module which is set as permanent startup module for a user. PLANTA offers a predefined selection of startup module. The advantage of this variant is that it allows you to define and permanently assign individual modules as startup modules for a user.
The second Variant is the definition of a startup module on the PLANTA roles. Depending on the roles which are assigned to a user, the modules stored on the roles act as startup modules. The advantage of this variant is that it enables a user to open several modules simultaneously, provided that the user has several roles.
Define Role Startup for Users
Task
Define a startup module for Ralf Schulze’s role which is to be opened automatically when he logs in to PLANTAPLANTAproject.
Information
By default, all PLANTAprojectstandard roles contain certain startup modules.
It is possible to choose for every user whether any startup module opens, and which.
Procedure
In theUsersmodule, select macro 009A1W Startup of all role modules from the Listbox in the
MOD
field in the line of Rolf Schulze.
When assigning the role, activate theLoad startup modulecheckbox in the line of theProject Managementrole.
Result: At Ralf Schulze’s next login, theMy Planning Objectsmodule will load automatically because it is the default startup module for theProject Managementrole. Caution: Since the new user does not have any planning objects, the module is empty at first.
Define User Startup Module
Information
PLANTA already offers a selection of modules which can directly be assigned to users in the
MOD
field (as described above) using appropriate macros.
To define a different module as startup module, a new startup macro must be created and assigned to the user. This applies to the storage of both PLANTA standard modules and customer-specific modules. For the procedure, please refer to the description of the
Users
module.
To record an individual startup macro, the executing administrator/user needs additional customizing modules and rights.
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