User Roles

SMSPRO™ is a permissions-based application, where the scope of a user’s actions is determined by their roles.  The following roles are available:

SMSUsers

This role is required to access the application; all users must be in this role in order to have access to SMSPRO™.  Newly created users are automatically assigned the SMSUsers role.

SMSDataEntry

The SMSDataEntry role allows a user to enter data on behalf of another user.  In particular, if someone fills out an issue report on a paper form, a user with the SMSDataEntry role can enter that issue report into SMSPRO™ on their behalf.  The person who submitted the paper report can then access the issue in SMSPRO™ as if they had entered it themself.

SMSDepartmentHeads

The SMSDepartmentHeads role is a managerial role.  SMSDepartmentHeads can be designated as "Responsible Managers" for issues.  They can manage issues that have been assigned to them; and they can use the QuickTable™, QuickSort™, and MeetingManager™ modules.

SMSSafetyManagers

The SMSSafetyManagers role gives users access to all the modules in the application except for the administration modules.  They can manage, classify, and assess risks in the RiskManager™ module (subject to User Role Setup); and they can use the QuickTable™, QuickSort™, QuickChart™, and MeetingManager™ modules.

SMSAdmin

The SMSAdmin role gives users access to the administration modules, including Administer SMSPRO™ and Users and Roles.

Add a New User

Create User Account

To create a new user account, select "Users & Roles" from the "Administer SMSPRO™" menu.  Click the "Add New User" link on the "Users & Roles" page, and a form will be displayed to enter the new user's information.  (If the "Add New User" link is not available, change the page mode from "View" to "Edit" using the radio buttons in the top left corner of the page.)

The "User Name" is the name that will be used to login to the application.  User names must be unique within an installation of SMSPRO™, so if you are using an installation that is configured for use by multiple organizations, there is a possibilty that user names might conflict.  Because of this, if you are using a shared installation of SMSPRO™, it is recommended to give all user names a prefix or suffix that is unique to your organization.  (For example, NorthWest Data Solutions might use the prefix "nwds_", or the suffix "@nwds-ak.com", as for an e-mail address.)

The "Display Name" will be used to identify the user in the application.  Uniqueness is not strictly required for display names, but it is recommended to avoid confusion.  Typically, a user's full name will be used as their display name, but something else might be required if two or more users have the same name.  Alternatively, the display name can be the same as the user name, which is required to be unique.

The "Authorize" and "Notify" checkboxes should remain checked.

The "Random Password" checkbox can be checked to generate a random password for the user, or a specific password can be provided.  The user can change their password after they have logged in.

After the form has been filled out, click "Register".  A new user account will be created and assigned the SMSUsers role, and an e-mail will be sent to the user with their user name and password.

Assign Roles

If the user requires roles other than SMSUsers, those roles should be added now; otherwise, proceed to the next step.

Click on the name of the role to assign to the user.  This will display a list of all users, where the "IsInRole" column indicates with a checkmark if the user is in the selected role, or with an "X" if they are not.  Find the new user in the list.  (If there are many users, the search function can filter the list to a manageable size.)  Click on the "X" in the user's "IsInRole" column; the "X" should change to a checkmark indicating that the user has been given that role.  Repeat for all additional roles required for the user.

Assign Division

To complete setup of the new user, they must be assigned to a division.  Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu, then select the "Users" tab.  Locate the new user, and set their division.  Scroll to the bottom of the user list, and click "Save".

Edit a User

Edit a User's Account Information

To edit a user's account information, select "Users & Roles" from the "Administer SMSPRO™" menu.  Click any of the roles to access the user list.  Find the user whose account information is to be changed, and click on the pencil icon.  This opens a page where the user's account information can be changed.  Change the information, and click "Update".

Change a User's Roles

To change a user's roles, select "Users & Roles" from the "Administer SMSPRO™" menu.  Click the role to be added to or removed from the user.  Find the user whose roles are to be changed.  If the role is being added, click the "X" in the "IsInRole" column, and it should change to a checkmark.  If the role is being removed, click the checkmark in the "IsInRole" column, and it should change to an "X".

Change a User's Division

To change a user's division, select "Administer SMSPRO™" from the "Administer SMSPRO™" menu, then select the "Users" tab.  Locate the user whose division needs to be changed, and change their division.  Scroll to the bottom of the user list, and click "Save".

General Setup

Divisions

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  The page loads with the "Divisions" tab selected.  This tab lets you create and edit divisions.

To add a new division, click the "Add Division" button.  A new page will load with the "Add Division" form.  The "Description" field is for the name of the division; the "Default User" field is for the user who should receive notifications about new issues; and the "Risk Matrix" field is for the type of risk matrix used by the division.  After entering values in the fields, click the "Add Division" button to add the new division.

To edit a division, click the "Edit" button for the division.  You can change the division's name and default user.  After you have made the required changes, click the "Update" button to save them.

Departments

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division whose departments you want to edit.  Click the "Departments" tab.

To add a new department, click the "Add Department" button.  A new page will load with the "Add Department" form.  The "Department Name" field is for the name of the department, and the "Description" field allows a description to be included also.  After entering values in the fields, click the "Add Department" button to add the new department.

To edit a department, type in the new name and description.  Multiple departments can be edited at once.  After you have made the desired changes, click the "Save" button to save them.

To delete a department, click the "Delete" button.

Root Cause

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division for which you want to edit "Root Cause" information.  Click the "Root Cause" tab.

Initially, the "Basic Cause" categories will be displayed.  To edit the category names, make any desired changes and click the "Save Basic Causes" button.  To delete a category, click that category's "Delete" button.  All descendants of that category will be deleted also.  To add a category, type the name of the new category in the "Add Basic Cause" text box, then click the "Add Basic Cause" button.

Each "Basic Cause" category has an associated list of "Near Root Cause" sub-categories.  To access the "Near Root Cause" sub-categories for a particular "Basic Cause" category, click that category's "Select" button.  The selected "Basic Cause" will be highlighted in yellow, and a list of "Near Root Cause" sub-categories will be displayed.  The "Near Root Cause" sub-categories can be edited, added, deleted, and selected in the same manner as the "Basic Cause" categories.

When a "Near Root Cause" sub-category is selected, its associated list of "Root Cause" items is displayed.  The "Root Cause" items can be edited, added, and deleted in the same manner as the "Basic Cause" categories and "Near Root Cause" sub-categories.

Type of Issue

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division for which you want to edit "Type of Issue" information.  Click the "Type of Issue" tab.

Initially, the "Broad Isssue Type" categories will be displayed.  To edit the category names, make any desired changes and click the "Save Broad Isssue Types" button.  To delete a category, click that category's "Delete" button.  All descendants of that category will be deleted also.  To add a category, type the name of the new category in the "Add Broad Isssue Type" text box, then click the "Add Broad Isssue Type" button.

Each "Broad Isssue Type" category has an associated list of "Isssue Type" sub-categories.  To access the "Isssue Type" sub-categories for a particular "Broad Isssue Type" category, click that category's "Select" button.  The selected "Broad Isssue Type" will be highlighted in yellow, and a list of "Isssue Type" sub-categories will be displayed.  The "Isssue Type" sub-categories can be edited, added, deleted, and selected in the same manner as the "Broad Isssue Type" categories.

When a "Isssue Type" sub-category is selected, its associated list of "Isssue Sub-Type" items is displayed.  The "Isssue Sub-Type" items can be edited, added, and deleted in the same manner as the "Broad Isssue Type" categories and "Isssue Type" sub-categories.

Type of Process

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division for which you want to edit "Type of Process" information.  Click the "Type of Process" tab.

Initially, the "System" categories will be displayed.  To edit the category names, make any desired changes and click the "Save Systems" button.  To delete a category, click that category's "Delete" button.  All descendants of that category will be deleted also.  To add a category, type the name of the new category in the "Add System" text box, then click the "Add System" button.

Each "System" category has an associated list of "Subsystem" sub-categories.  To access the "Subsystem" sub-categories for a particular "System" category, click that category's "Select" button.  The selected "System" will be highlighted in yellow, and a list of "Subsystem" sub-categories will be displayed.  The "Subsystem" sub-categories can be edited, added, deleted, and selected in the same manner as the "System" categories.

When a "Subsystem" sub-category is selected, its associated list of "Element" items is displayed.  The "Element" items can be edited, added, and deleted in the same manner as the "System" categories and "Subsystem" sub-categories.

Priorities

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division for which you want to rename the priorities.  Click the "Priorities" tab.

There are four priorities, listed from lowest to highest.  It is not possible to add or delete priorities, but they can be renamed.  After renaming priorities, click the "Save Priorities" button to save the changes.

Statuses

Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "Select" button for the division for which you want to edit the possible statuses.  Click the "Statuses" tab.

To edit the status names, make any desired changes and click the "Save Statuses" button.  To delete a status, click that status's "Delete" button.  To add a status, type the name of the new status in the "Add Status" text box, then click the "Add Status" button.

User Role Setup

 Select "Administer SMSPRO™" from the "Administer SMSPRO™" menu.  Click the "User Roles Setup" tab.  This will display a grid with user roles and available permissions.  The following list describes the available permissions.

• "Can View All Issues For Own Division" - if checked, users in the corresponding role will be able to view ALL issues submitted for their division, even though these users might not be involved with those issues.
• "Can View Issues For All Divisions" - if checked, users in the corresponding role will be able to view ALL issues submitted for ALL divisions. (Suggestion: This should only be checked for SMSSafetyManagers, if at all.)
• "Gets Email Notification When New Issue Reported" - if checked, users in the corresponding role will get email notification every time a new issue is reported.  (Suggestion: This should be checked at least for SMSSafetyManagers, since they are the ones who initiate the issue resolution.)
• "Can Edit Issues" - if checked, users in the corresponding role will have access to additional functionality of the RiskManager™ module. If this permission is unchecked for all the roles, application becomes a “read only” tool. With this permission unchecked users in the corresponding role will only see “All Issues” and “Details” tabs in the RiskManager™. (Suggestion: This should be checked for SMSSafetyManagers, and SMSDepartmentHeads)
• "Can Delete Issues" - if checked, users in the corresponding role will be able to delete issues. This is very powerful permission, and should never be checked for SMSUsers, unless you want all your users have the ability to delete issues in the application.

 Changing the name of a user:

Once a user has been created, everything in the user's "Profile" can be changed.

If a username is not satisfactory, then we recommend two options:

1)      Tell the user it doesn't affect the application; or

2)      Remove the username and start over.

To remove users, go to Setup >> Manage Users

If pencil icons don't appear in the far left column, check the "VIEW" radio button at the top left of the screen.

Find your user, by either

1)      Paging

2)      Searching

Click the pencil in the user's row and  check "No" for Autorized User."

Then select "Return" at bottom of screen.

Click on "Add New User" on bottom of screen.

Add/Register user by filling out form.

************************************

Navigate to Setup >> Customize Settings

Select Users Tab and Assign user to respective department/division

 ***********************************

Notes: User will get an email and have to be re-inducted into the system.

For auditing purposes, deleting users is a bad practice. Also, if a user submits an issue or is assigned to an issue, task, corrective action, etc., deleting users is certainly not a feasible alternative.