MyTime Approver Access Updates

Why Are We Making this change?

This change will allow MyTime access to be managed at the department or organization level. By assigning access at that level, Chartfields/Distributions associated with the department or organization can be automatically included in certain supervisors’ and approvers’ access profiles.

This will reduce the need to manually update access each time a new Chartfield/Distribution is created or assigned within an organization.

How Access Works Before the Change

Access to MyTime is currently handled in several ways, depending on the employee’s role and responsibilities.

1)  Staff Supervisors - A Staff employee who has people who report to them

Today:

• An integration between our HR System and MyTime automatically creates access profiles for Staff Supervisors.
• Staff Supervisors are automatically given access to the Business Structure Location, or the Chartfield/Distribution, of every employee who reports up to them, either directly or indirectly.
• The Tiles found on the homepage in MyTime will display the information for the supervisor’s direct reports.
• Supervisors may use the My Direct Reports Hyperfind Query to view only employees who report directly to them.
• Supervisors may use the Reports to Hierarchy Hyperfind Query to view employees who report to them either directly or indirectly.
• Staff Supervisors or their departments may request a restriction on the supervisor’s profile so that the supervisor sees only employees within their reporting line.

2)  Staff Supervisors Who Also Need Access to Employees Outside Their Reporting Line (This may also include Payroll Reporters who have employees reporting to them.)

Today:

• These supervisors may or may not need a Secondary Role to view all employees they oversee.
• If the employees the supervisor needs to view have the same Chartfield/Distribution as the employees who report to them, a Secondary Role is not needed.
• If the employees the supervisor needs to view have different Chartfields/Distributions, a Secondary Role is required. This role is added manually to the supervisor’s profile.
• Any additional Chartfields/Distributions must be added to the Secondary Role.
• In general, the Initial Role is not expanded because it is created automatically through the integration between the HR and timekeeping systems.

3)  Payroll Reporters Who Do Not Have Direct Reports

Today:

• These Reporters must be assigned a manager license and access profile manually.
• Access is granted at the Chartfield/Distribution level.
• When new Chartfields/Distributions are created, or when a reporter needs to access employees who are assigned to new Chartfields/Distributions, those additional Chartfields must be added to the reporter’s profile after the fact.

4)  Faculty

Today:

• Faculty employees are not automatically added to MyTime.
• Faculty accounts, licenses, and access profiles must be assigned and updated manually.

How Access Will Work After the Change

1)  Staff Supervisors

After the change:

• Initial Role assignments will remain the same.
• Because this change requires new Business Structure Locations, access to employees’ historical timecard data entered before the change will not be available automatically.
• If a supervisor needs access to historical timecard data, a request must be submitted to HRIS to add a Secondary Role to the supervisor’s profile.

2)  Staff Supervisors Who Also Need Access to Employees Outside Their Reporting Line (This may also include Payroll Reporters who have employees reporting to them)

After the change:

• Initial Role assignments will remain the same.
• Because this change requires new Business Structure Locations, access to employees’ historical timecard data entered before the change will not be available automatically through the Initial Role.
• Access within Secondary Roles may now be controlled at the department or organization level.
• When a new Chartfield/Distribution is assigned to an employee within an organization that the supervisor already has access to, that Chartfield/Distribution will automatically be included in the supervisor’s Secondary Role.
• Historical data will be included automatically within the Secondary Role.

3)  Payroll Reporters Who Do Not Have Direct Reports

After the change:

• The process for requesting initial access will remain the same.
• Access may now be managed at the department or organization level.
• When a new Chartfield/Distribution is assigned to an employee within an organization that the Payroll Reporter already has access to, that Chartfield/Distribution may automatically be included in the reporter’s access profile.
• Historical data will be included.

4)  Faculty

After the change:

• The process for assigning access will remain the same.
• Access may now be managed at the department or organization level.
• Historical data will be included.

Will Access Automatically Expand?

In some cases, yes.

In other cases, an additional request may need to be submitted to HRIS using the access request form before organization or department-level access is granted.

When additional access is needed, it should not need to be requested again for that organization or department. Any additional Chartfields/Distributions added to the organization or department will automatically be included in the profile.

What if I am Missing Access?

HRIS will be loading files for Approvers. However, if you notice that you are missing access by June 5th, please submit an access request form.