PR - Position Roles

Position Roles Overview

The Position Roles program is used to define and map the different types of employee roles to positions at a school, e.g. Supply teachers, coaches and tutors and Office Administration staff that work at the school on a casual basis.

Once created, each role can then be mapped to one or more payroll positions.

Each role can also have multiple approvers, with an option to create a second layer of approval for submitted timesheets if required (i.e. First and Second Approvers).

For more information on setting up 'Online Timesheets', refer to 'How to Setup Staff Kiosk Online Timesheets (SK)'.

Position Roles Tab

This tab is used to view, add, edit or delete Position Roles, as well as assign Positions and Approvers.

Important!

Every Position Role must have at least one First Approver. See section 'Assign Approvers' below.

Click here for an Administrator Note.

Access to the TASS.web Position Roles program is controlled by Payroll permissions on the 'Position Roles' security point.

To enable this function use TASS.web program System Admin > Users > Security Role Permissions.

Buttons on the Position Roles Tab

Assign Positions: Click the 'Assign Positions' button to open the 'Assign Positions' screen.
Assign Approvers: Click the 'Assign Approvers' button to open the 'Assign Approvers' screen.
Include Inactive/Active Only: Click the 'Include Inactive' toggle button to see all records. When 'Active Only' is clicked, only active records are displayed.
New Position Role: Click the 'New Position Role' button to create a new Position Role using the 'Position Role Details' modal.

The Position Roles List

Fields that require further explanation
Code	This is the Role Code.
Role Description	This is a detailed description of the Role.
GL Account	This is the General Ledger Account Code.
School Area	This is the School Area Code.
Active	The status of the Role.
Positions	This displays a count of the Positions mapped to this Role. See section 'Assign Positions'.
Approvers	This displays two counters to show how many Approvers are mapped to the Role, one for 'First Approvers' and one for 'Second Approvers', e.g. #1 - 1; #2 - 0 (where a First Approver has been assigned but not a Second Approver). See section 'Assign Approvers'.
Action	When clicked, the 'View' and 'Edit' action links open the Position Role Details modal. Click 'Delete' to delete the selected record. If the Role Code is in use you cannot delete it—this option will be greyed out (uneditable).

Assign Positions

Step 1 - Select a Position or Position Role

On the 'Assign Positions' screen, there are two picklists available to map Positions to Position Roles.

Select an option from one of the picklists.

Options that require further explanation

Select a Position

When a Position is selected from this picklist, it will display the Position Description with the code appended within brackets.

The heading at the top of the screen (in green font) will also display the Position Description with the text 'Position' appended within brackets.

Select a Position Role

When a Position Role is selected from this picklist, it will display the Position Role Description with the code appended within brackets

The heading at the top (in green font) will also display the Position Role Description with the text 'Position Role' appended within brackets.

For more information on defining 'Positions', refer to Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Positions' tab.

Step 2 - Assign Selection to Position or Position Role

Use the buttons in the centre (i.e. 'Selected' and 'All') to move items in the 'Unassigned' left-column to 'Assigned' right-column, or vice-versa.

In this example, 'Financial Controller' was selected using the 'Select a Position Role' picklist. There are no current Positions assigned to this Position Role (the right-hand column 'Assigned Positions' is blank). To assign one or more Positions to this Position Role, select one or more 'Unassigned Positions' in the left-hand column and click the 'Selected (right arrow)' button. This will move them over to the 'Assigned Positions' column.

Remember to click the 'Save' button to retain any changes.

Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Assign Approvers

Step 1 - Select an Approver Level and an Approver or Position Role

On the 'Assign Approvers' screen, select an 'Approver Level' (e.g. #1) and use one of the two picklists available to map Approvers to Position Roles.

Options that require further explanation

Select Approver Level

Choose either First or Second Approver from the picklist options.

Select an Approver

When an Approver is selected from this picklist, it will display the Approver’s Name (preferred name and surname) with the code appended within brackets.

The heading at the top (in green font) will also display the Approver’s Name with the text 'Approver' appended within brackets.

Select a Position Role

When a Position Role is selected from this picklist, it will display the Position Role Description with the code appended within brackets

The heading at the top (in green font) will also display the Position Role Description with the text 'Position Role' appended within brackets.

Step 2 - Assign Selection to Approver or a Position Role

When both an Approver Level and one of Approver or Position Role is selected, the screen will display the matching selections. From these, use the buttons in the centre (i.e. 'Selected' and 'All') to move items in the 'Unassigned' left-column to 'Assigned' right-column, or vice-versa (similar to 'Step 2 - Assign Selection to Position or Position Role' above).

Position Role Details

The 'Position Role Details' modal will open when either the 'View', 'Edit' or 'Add' action links, on the 'Position Roles' tab, are clicked.

Fields that require further explanation
*Code	This is a mandatory field which can only be filled in 'Add' mode. This field accepts up to 10 alphanumeric characters only (A-Z, 0-9). Spaces and special characters are invalid. In 'Edit' mode this is greyed out and cannot be changed.
Active	Ticked/unticked (Yes/No). In 'Add' mode, the default will be 'Y' (ticked) and it will be a greyed out (uneditable). In 'Edit' mode, a check will be made to see if there are any Timesheets with a status other than 'Paid' that have Timesheet Entry records for this Role Code—if so, it will be greyed out (uneditable). The roll-over info icon provides the following details 'Unable to edit. There are Timesheets for this Role that are currently in the Approval Workflow'. If neither of the above, it will be active and editable.
*Role Description	This is a mandatory field. This is a detailed description of the Role. This field accepts up to 100 characters of plain text.
*GL Account	This is a mandatory field. Enter the General Ledger account code here as: 1. A full GL account code (this is validated on entry). 2. A partial GL Account Mask – this is a series of question marks in the same structure as the GL account codes with some values instead of question marks, e.g. '??-?750-??-??'. Use the 'Lookup' (Binoculars) icon and search for a valid GL account code in the database. For more information on GL Account Masks, refer to 'Accrual Code Details'.
*School Area	This is a mandatory field. Use the picklist to select an active School Area.
Positions	This field displays a count of Positions mapped to this Role.
Approvers	This field displays two counters to show how many Approvers are mapped to this Role, one for 'First Approvers' and one for 'Second Approvers', e.g. #1 - 1; #2 - 0.

When satisfied with your entry, click the 'Save' or 'Update' button to commit your changes to the database or 'Cancel' to return to the previous screen.

School Areas Tab

This tab enables the user to view, edit and delete School Areas.

Click here for an Administrator Note.

Access to the TASS.web School Areas tab is controlled by Payroll permissions on the '--- School Areas tab' security point.

To enable this function use TASS.web program System Admin > Users > Security Role Permissions.

Buttons on the School Areas Tab

Include Inactive/Active Only: Click the 'Include Inactive' button to see all records. When 'Active Only' is clicked, only 'Active' records are displayed.
New School Area: Click the 'New School Area' button to create a new School Area using the 'School Area Details' modal.

The School Areas List

Fields that require further explanation
Code	This is the School Area Code.
Area Description	This is a detailed description of the School Area.
Active	The status of the School Area record.
Action	When clicked, the 'View' and 'Edit' action links open the School Area Details modal. Click 'Delete' to delete the selected record. If the School Area is in use you cannot delete it. For 'Edit' mode, if there are Position Roles that reference the School Area Code this option will be greyed out (uneditable). The roll-over info icon provides the following details 'Unable to edit. There are Position Roles linked to this School Area'.

When satisfied with your entry, click the 'Save' or 'Update' button to commit your changes to the database or 'Cancel' to return to the previous screen.

School Area Details

The 'School Area Details' modal will open when either the 'View' or 'Edit' action links, on the 'School Areas' tab, are clicked.

Fields that require further explanation

*Code

This is the School Area Code, a mandatory field which can only be filled when creating a New School Area, i.e. 'Add' mode.

This field accepts up to 10 alphanumeric characters only (A-Z, 0-9). Spaces and special characters are invalid.

In 'Edit' mode this is greyed out and cannot be changed.

Active

Ticked/unticked (Yes/No).

In 'Add' mode, the default will be 'Y' (ticked) and it will be a greyed out (uneditable).
In 'Edit' mode, a check will be made to see if there are any Position Roles that reference this School Area Code—if so, it will be greyed out (uneditable). The roll-over info icon provides the following details 'Unable to edit. There are Position Roles linked to this School Area'.
If neither of the above, it will be active and editable.

*School Area Description

This is a mandatory field.

This is a detailed description of the School Area.

This field accepts up to 100 characters of plain text.

When satisfied with your entry, click the 'Save' or 'Update' button to commit your changes to the database or 'Cancel' to return to the previous screen.

Print Options

When the 'Print' icon is clicked, the 'Print Roles Print Options' modal will open.

Fields that require further explanation
Report Options	Position Roles Listing (the default selection)	This report includes the following: Code. Role Description. GL Account. School Area. Active. No. Positions. No. Approvers.
	Assigned Approvers Listing	This report includes the following: Code. Role Description. Active. Approver Level. Emp Code. Surname. Preferred Name. Status.
	Assigned Positions Listing	This report includes the following: Code. Role Description. Active. Position Code. Position Description. Active.
Sort By	The default is for the report to sort by 'Role Description'. Alternatively, you can elect to sort by 'Role Code'.
Formatting Options	Choose to print the report as a PDF or export to Microsoft Excel® or Microsoft Word®. Export to PDF is the default setting.

Click 'GO' to generate the report or 'Cancel' to abort the process.