One of the most important aspects of deploying OfficeAutomata's Process Discovery is onboarding new users. There are a couple tasks that need to be preformed by either the IT Department or the HR departments of the users in charge of running the Dashboard and Discovery initiative. In order to get accurate information about ROI and cost of individual processes, as well as team/department analytics, some details about the employees being tracked has to be logged in the Dashboard.
When an agent has been installed on an employee's computer, their Windows ID number will automatically populate in the the ID tab.
Inputting Employee Salary and Department/Team Information
The IT/HR department representative responsible for handling the employee's information will see that a new Windows ID has populated into the Users page of the Dashboard. The HR/IT representative should double click on any information that isn't already filled in and input the correct information.
Most permissions will be "read" and the most common type of user will by "users" not admins. It is very important that department is filled in correctly for the analytics and department/team dependent processes. Cost can be selected hourly or monthly, and the actual value should be the actual cost to the company but can be an average. Employee salaries can also be number found online for the typical wages of a person in a certain position in a certain location.
Employees can be made antonymous by inputting numbers or fake names under the name sections. As long as the Window's ID and departments is correct the Dashboard will take in data from that user and produce department analytics.
Blacklist Websites and Applications
Go to the Admin and the Blacklist tab and input websites and applications that you do not want to be tracked by the agents installed on the users' computers. This could be a list made by HR through a review of company policy.
Possible Problems On-Boarding New Users
If an agent is installed on an employee's computer but their ID is not populating then it is possible that their computer is not talking to the server hosting the OfficeAutomata AI. The IT department may need to check the connections. There may be issues with VPNs or firewalls, in which case, special permissions need to be made so that the individual systems can communicate.
Editing of Users
Editing of users allows the user to have accurate information for the data in the Analytics. Take note that the cost of each user is to be as accurate as possible, as the cost of each users affect the analytics on the users cost effectiveness, task cost, etc.
To change the user type, double click on the user under the type column. A dropbox will allows you to change it to the following options:
By default when a new user is added into OfficeAutomata, the new user’s type will be set as undefined. So it will require the user with the IT Admin (Azure) rights to make the changes whenever there’s a new user added in.
After setting the user’s type, we will need to edit the user’s permission rights whether they have read-only permission or read and write permission. To do that, double click on the user under the permission column. A dropbox will be shown.
Next, it is required for the AI training for users to be assigned a Department. Just click on the field and type in the Department.
Next, it is required for the analytics to add an estimated (or average) salary of the user. Salary of the user can be selected either on an hourly or monthly basis.
Once everything is filled up, it should look like this. Lastly click on the “Save” button to update the changes.
If there’s a chance that there’s a user no longer in the company and you need to remove the user away from the database. Just click on the “Remove user” button.
For more information about how Human Resources can use the Dashboard please contact us or visit the other training guides.
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