What are the different ways to setup and use groups (crews)?
Organizations have a many uses for groups. Sometimes a group can be a cost center, department, division, or even a permission group. The focus of this article is on so-called "master groups," that is, larger groups that extend resources or permission to members, managers and approvers of smaller groups. In short, there are some overall benefits to using master groups:
- To make it easier for superintendents, project accounting and/or payroll staff to review and edit timesheet and other data
- To simplify high-level group approvals
- To give users access to master group resources and assets.
Setting Group Types
In configuring Group profiles there are three group Types.
Each of these types will give the group certain properties. These types can also be used in different combinations.
A Permission Group is a group type whose sole purpose is to extend permissions or rights to a group of employees. A Permission Group can be used in the following ways:
- It groups employees together.
- It can extend access rights and permissions to other assets in the system, e.g. Jobs, Cost Codes, Pay Codes, etc.
- You can assign one group to another group with a specific permission. A resource group, such as QA Engineers, can be assigned permission to view the QA Phase.
A Reporting Group is a group type whose main function is to code time, expense, asset and log entries against a particular division, department or crew. Coding entries this way is primarily for costing and/or billing.
- A crew is setup as a Reporting Group so that all entries are coded against the crew for costing and billing.
- When an employee is assigned to a Reporting Group their entries will automatically by coded against that Reporting Group.
- A Reporting Group will appear in the Timesheets, Timesheet Approvals, and Project(Job) Time Approvals tabs.
- Filter timesheets on the Timesheets and Approvals tabs
- Filter expense sheets and expense entries on the Expenses tab.
- Filter any production, asset or log entries on any production, asset or log tab.
A crew is a group type that will have the following properties:
- It will appear on the Crew Timesheets tab in the Crews list/search box, e.g. Crew 1, Crew 2, etc.
- Once selected, the Crew Timesheet will open by default to the Time tab, which displays previously assigned employees and various Day Fields, Column Fields and Row Fields ready for data entry.
- The Crew Timesheet will also have additional tabs , expense, asset, log or other tabs to enter data against that Crew.
Groups of Crews
There are two ways to group crew together: 1) a Crew Parent and 2) a Crew Master Group.
Enable Crew Parent
To setup a crew parent field, be sure to create a group custom field named with a functional name such as "crew parent" or "GF Group" or Superintendent Group." Next populate Crew Parent values in the group profiles, e.g. 10, 11, 12, etc.
Next, enable the Crew Parent field, as an administrator, under Crew Timesheet > Timesheet Options > Enable Crew Parent field.
Once enabled, the Crew Timesheet will have a Crew Parent picklist to the left of the Crew pick list selector. By selecting a particular Crew Parent, e.g. "10," you will see the crews assigned to Crew Parent of 10 in the Crews pick list.
Creating Crew Master Groups
To implement crew master groups:
- Pick a naming/numbering system and create higher-level groups and crews associated with them, e.g. 10, 11 ,12, etc.
- Assign the employees to the master group (e.g. GF or superintendent group). By assigning employees this way you are creating an employee resource pool.
- Assign permissions to this group, using it as a Permission Group, granting permission to certain foreman to enter data, general foremen or superintendents to approve crew timesheets, and higher-level division staff the ability to find, access and add any employee resources in the higher-level group to a crew timesheet.
- Assigning permissions to this master groups will also allow division staff, payroll or project accounting staff to view employee timesheets on the Timesheets tab by selecting and searching for timesheets in a master group.
- You can import these master groups into the system by keying off of defined groups that are known to a third-party system such as region, division, superintendent group, etc.
Uses of Setup
From day to day, a foreman might add and remove employee resources to their crews making crew membership highly variable. On the other hand, the stability of master group membership allow for the following uses:
Extend Pools of Employee and Other Resources
When you assign foremen to a high-lever group with the permission Can View Employees Limited, they will be allowed to search for and find employees in the higher-level group, add them and edit time entries for these employees on their crew timesheets.
Here are examples of how you can extend access to various resources through permissions and permission assignments to master groups:
Use Case #1: Allow Foreman to View, Add and Edit Time Entries for Division 10 Employees
- Edit the "Foreman" security permission to enable "Can View Employees Limited," and "Can Manage Timesheets Limited."
- Assign Division 10 employees as employee to the Division 10 master group.
- Assign all foremen to Division 10 with the Foreman security permission.
- Foremen can search for and add any Division 10 employee to his crew timesheet.
- Foremen can manage time entries for these employees on his crew timesheet.
Use Case #2: Allow Foreman to View and Add Division 10 Equipment Assets to Crew Timesheets Time Tab
- Edit the "Foreman" security permission to enable "Can View Equipment Limited"
- Assign the Division 10 master group to Division 10 equipment profiles with the Foreman security permission.
- This assignment will give all foremen the right to view and add Division 10 equipment to their crew timesheets Time tab entries, Equipment asset tab entries, Incident tab entries, and other tabs with equipment fields.
- Foremen can search for and add any Division 10 equipment to his crew timesheet.
- Foremen can manage time entries for these equipment on his crew timesheet.
- Foremen can search and add any Division 10 equipment to any asset or log entries with the equipment field.