Generic Data Access Profiles

A Generic Data Access Profile (GDAP) is a named set of configuration items defined by an administrator for a setup category such as accruals or pay policies. Each setup category is associated with one or more setup items, each of which includes one or more policies or rules.

Available setup categories are based on the products installed in your system but can include:

  • Access Profiles
  • Accruals
  • Employment Terms
  • Integration
  • Organization Setup
  • Pay Policies
  • Requests
  • Scheduler Setup
    • Tag Definitions

When assigned to a manager, a GDAP limits the manager's access to the configuration of those policies and rules defined in the GDAP. For example, an administrator might create a GDAP for the Pay Policies setup category that includes holidays, holiday profiles, and holiday credit rules. In an international company, an administrator might create different pay policies GDAPs based on country, and then assign GDAPs based on their relevance to managers in a given locale. Similarly, an administrator might assign different GDAPs to managers working with different unions to accommodate the employment terms and time-off rules peculiar to each group, thus allowing the managers to configure only those policies that apply to their constituent organizations or divisions.

The default All Access GDAP provides access to all configuration data; this GDAP cannot be edited or deleted. Assign the All Access GDAP to users who are responsible for configuring or maintaining data in an existing system. Then, create additional GDAPs to provide access to data associated with system components.

Note:
  • You create GDAPs in Application Setup; you assign GDAPs in People Information.
  • When you create a GDAP, it is automatically assigned to you.
  • You can assign multiple GDAPs to a manager, but only one can be active at a time.
  • You can delete or expire a GDAP assignment as needed.
  1. From the Main Menu , go to Administration > Application Setup > Access Profiles > Generic Data Access Profiles.
  2. Click New.
  3. Enter a Name, and Description.

    Note: Use a name that will be easily understood. This is especially important for users to whom you will assign multiple GDAPs who might have the need to switch from one GDAP to another. For example, if you are creating pay policy GDAPs for different locales, include the locale in the name (US pay policy and UK pay policy, for example).

  4. Select a Setup Category.
  5. Select a Setup Item. The options depend on the selected setup category. Use Search to find a specific item.
  6. Select the setup item values you want to include in the GDAP:
    • Select Full Access if you want the system to both:
      • Include all available setup item values in the GDAP when you save the GDAP. This can be more efficient than including setup item values manually.
      • Add new setup item values to GDAPs that include the corresponding setup item as setup item values are created. This frees the administrator from having to manually update GDAPs that include a given setup item when new setup item values are created over time.
      • Note: When you select Full Access, the setup item values are removed from display in the Available, Selected, and Generic Data Access Profiles for fields.
    • Select one or more setup item values manually:

      Note: For Tag Definitions: Tags that have an associated work rule display with an asterisk. Deleted tags display in parentheses at the bottom of the list. Tags that have been deleted and have a work rule associated display in parentheses with an asterisk.

      • Use the Add All button to move all item values to the Selected list.
      • Use the Add  button to move only those item values you select. You can:
        • Select item values individually by clicking them.
        • Select two or more contiguous item values by holding the Shift key before clicking.
        • Select two or more item values by holding the Ctrl key before clicking.
      • Use the Remove and the Remove All buttons to move item values back to the Available list before saving the GDAP.

    7. Note: When you select an item value in the Available list, the system displays other GDAPs that include that value in the Generic Data Access Profiles for list. The label for this list is appended with the name of the value you select. For example, if you select the Vacation value in the Accrual Codes setup item, the label is changed to Generic Data Access Profiles for Vacation.

  7. Click Save.

You assign GDAPs in a manager's People Information record.

Note: You can assign multiple GDAPs to a manager. You might want to do this when a manager works with users in different employee groups (union or salaried, for example) or in different countries. Only one GDAP, the default, can be active at a time. Users with multiple GDAP assignments can switch to another GDAP as needed. See Switch to another GDAP for more information.

  1. From the Main Menu , go to Maintenance > People information.
  2. Select a manager and go to Employee > Access Profiles.
  3. In Generic Data Access Profiles area, configure the GDAP assignment:
    1. If necessary, click Add Row to add a row for the new GDAP assignment.
    2. Click the Manager Profile field, then click and select the GDAP you want to assign to the manager.
    3. Click the Start Date field. By default, the system uses the current date; manually enter a new end date, or click the icon and select a date. The start date cannot be earlier than the current date.
    4. Click the End Date field. Manually enter a new end date, or click the icon and select a date, or select Forever if you do not want the GDAP assignment to expire.
  4. To make the newly assigned GDAP the default GDAP for this manager, click Default.
  5. Click Save.

Over time, you might want to change a manager's GDAP assignments. You can delete or expire an assignment.

  1. From the Main Menu , go to Maintenance > People information.
  2. Select a manager and go to Employee > Access Profiles.
  3. In the Generic Data Access Profiles table, select the GDAP assignment you want to modify.
  4. Delete or expire the GDAP assignment:
    • Delete the assignment. You delete a GDAP assignment when you want to permanently remove the assignment from the manager. However, you cannot delete the last GDAP assignment in the table. In this case, you must expire the assignment.

      To delete an assignment, click Delete Row .

    • Expire the assignment. There are two ways to expire a GDAP assignment:
      • Specify a new end-date: GDAP assignments expire on the end date that was specified when the GDAP was assigned. If you want to accelerate the expiration, you can change the end date to the current date or a date in the future.

        To change the end date, click End Date and manually enter a new date, or click the calendar icon and select a date.

      • Expire the assignment immediately: If you want to immediately remove the GDAP assignment from the manager, regardless of the assignment's end date, click Expire Now.
  5. Click Save.

Users who have multiple GDAP assignments can change the assignment in setup areas associated with the components specified in the GDAP. For example, a manager might have multiple pay policy GDAPs assigned to them to allow for holiday configuration in different locales. In this case, the name of the default GDAP assignment appears below the navigation bar on the Holidays page next to a Change button. The Change button allows the user to switch to another GDAP.

  1. Click Change.

    The page refreshes and displays the controls needed to select a different GDAP.

  2. In the Generic Access Data Profile field, select a different GDAP.
  3. Click Save & Return.

    The page refreshes and displays only those configuration components associated with the GDAP you just selected.