System Role

IC responsibility

Location in IC

Definition

Main tasks

Administrator

TimeSMART
Administrator

Research Office

A system administrator
who can support the associated work processes and respond to enquiries and
changes to the data from across the organisation.

User Management.

·
Role
allocation/management for “Active Other” users i.e. prospective
Dept Admin, Reporter roles (non End Users)

·
Changes
to user details not addressed via the data import updates.

Changes to Approval
plans.

·
Activating
Approval Plans and approval emails when appropriate.

·
Any
required changes to Project/time approval plans which are not facilitated by
the data import.

·
Inputting
Approvers for project plans where appropriate or required.

Changes to projects.

·
Any
required changes to Projects which are not facilitated by the import.

Creation and Management
of regular reports.

·
Creation
of a suite of regular reports as defined by the business within agreed parameters.

·
Initial
Configuration and scheduling of regular reports.

·
Distribution
of regular reports.

Production of ad hoc
and audit reports Organisation and System wide.

·
Creation
of ad hoc reports as defined by the business within agreed parameters.

·
Creation
of Audit reports to meet external reporting requirements.

1st line of
support for issues escalated by Department/Work Group Administrators:

·
Attempting
to resolve issues.

·
Escalation
of issues to 2nd line support (ICT) if necessary.

Future training from a
business viewpoint.

·
Maintenance
of training documentation.

·
Support
of the delivery of training.

Dept Admin

Department/

Work Group Administrator

Individual Departments/

Work Groups or
Faculties

A department level
administrator with responsibilities for their own area and the staff within
it.

Make changes to
limited areas of the application that cannot be done via the imports. These
are expected to be exceptions rather than business as usual practice.

.

Entering time records
on behalf of staff.

·
Entering
time or modifying timesheets on an ad hoc basis for users  within their department/work group who
cannot temporarily access TimeSMART

Acting as a Back Up
Approver

·
May
be required to approve time sheets for their department/work group on a
temporary basis if given delegate permission by the primary approver.

·
May
be set as a backup approver for users within their department/work group if
this is required by the business in the future as part of the business process.

Reminding staff re
updating and return of timesheets.

·
“Chasing”
users within their department/work group as directed by their manager or the
approver.

1st Line
Support for basic business enquiries/issues from within their department/work
group.

·
Attempting
to resolve issues.

·
Escalation
of issues to the TimeSMART Administrator when necessary

Production and
distribution of department/work group specific regular reports.

·
Production
and distribution of regular reports for their department/work group once
these have been agreed and set up.

Production of ad hoc
and audit reports for the department/work group

·
Creation
of ad hoc reports within agreed parameters.

Regular Reporter

Department/

Work Group Reporter

Individual Departments/

Work Groups or
Faculties

A lower level
responsibility with the ability to run reports for the area or Groups they
are associated with.

NB: This role can be
combined with the Department Administrator role

Production and
distribution of department/work group specific reports.

·
Production
and distribution of regular reports for their department/work group once
these have been agreed and set up.

Production of ad hoc
and audit reports for the department/work group.

·
Creation
of ad hoc reports within agreed parameters.

Super Reporter

Organisation Wide
Reporting.

Research Office

A high level
responsibility having the ability to create, manage and run reports for all
areas of the Organisation/System

.

Creation and Management
of regular reports.

·
Creation
of a suite of regular reports as defined by the business within agreed
parameters.

·
Initial
Configuration and scheduling of regular reports.

·
Distribution
of regular reports.

Production of ad hoc
and audit reports Organisation and System wide.

·
Creation
of ad hoc reports as defined by the business within agreed parameters.

·
Creation
of Audit reports to meet external reporting requirements.

Approver

Approval of Time
sheets

Various Departments/

Work Groups

Limited system
abilities allowing the approval of timesheets and/or projects

Sheet based Approvals
– Technician’s ‘home’ Department Approver and Supervisor/Line
Manager approval of time recorded by a Technician

Project Approvals - the
approval of time recorded for Research Projects by a Technician