Administrator Model

The Administrator Model defines the way in which a company’s organizational structure is captured and managed within XMPro. XMPro is a role-based solution and access control is determined by the Role of a User and the Business Groups that the user's role is associated with.

Summary of the Administrator Model

Fig 1. Administrator Model

XMPro is a role-based solution and access control is determined by the Role of a User and the Business Groups that the user’s role is associated with.

Business Group

A Business Group is a logical group of business roles that have access to the same processes. Typical examples for Business Groups are:

• Sales Representatives

• Finance Clerks

• Quality Special Interest Group

• Oversight Committee

• C-Level Executive

• All Employees

Any number of Roles can be associated with a Business Group.

It is used in various routing and approval scenarios and is specifically for access control to start a new process. Only users/roles that belong to the Business Group designated to start a new process will see that process option in their list of available New Processes.

Creating your Business Group(s) is always the first thing you do in your new site.

Role

• A role group can have more than one role inside it.

• A role can be part of more than one group.

A role is typically the position on the organizational diagram. Typical examples are:

• Financial Controller

• Sales Manager

• Maintenance Superintendent

• Account Manager

• SHEQ Inspector

A User is associated with a Role and the Role is primarily responsible for the completion of the task. Only one User can be linked to a Role at any point in time, but users can change roles as they get promoted, move or leave the organization.

This Role-based approach ensures the integrity of process audit trails as it will show a User in the Role that the person had at the point in time when the transaction was submitted. It will, for example, show that Keith was a Sales Representative when requesting a credit increase for a customer, even though Keith is now a Sales Manager as a result of a promotion.

User

Provides a unique login in the XMPro WorkFlow.

• A user can only be assigned to one role.

• A role can only have one user assigned to it.

A user is a named individual that is linked to a role. This is a one-to-one mapping and represents the person that physically transacts on the system.

User information is stored for both current and past users to ensure the integrity of audit trails. Users are marked inactive when they leave the employment of the organization but remain on the system to ensure that the history of all transactions is correct.

Users can change Roles in the XMPro solution, but they cannot belong to multiple Roles at the same time.

When creating Business Groups, Roles or Users you create them in the following sequence:

Fig 2. Sequence when creating Business Group, Role or Users

When deleting Business Groups, Roles or Users you need to do it in the following sequence:

Fig 3. Sequence when deleting Business Group, Role or User

Fig 4. Sample Business Group, Role and User structure

Note: We mark the users as inactive and leave the roles either linked to a new user or unlinked to preserve the audit history for the particular user/role combination.

Before deleting a business group ensure that it is not being used for any activity creation type.