VETtrak Security - Log in to VETtrak support centre
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1. Soft solutl ions VETirak VETtrak Security VETtrak User Manual Contents 1 Introduction 2 Application Role Management 2 1 Creating a New Role 22 Assigning Features to a Role 2 3 Setting Permissions for a Role 24 Example One Setting Up a Trainer Role 2 4 1 Create the Role 2 4 2 Set the Features That This Role Can Access 2 4 3 Set the Permissions 2 5 Example Two Setting Up a Data Entry Role 2 5 1 Create the Role 2 5 2 Set the Features That This Role Can Access 2 5 3 Set the Permissions 26 Assigning Staff to a Role 3 Division Management 3 1 Creating Divisions 3 2 Assigning Staff to Divisions 4 User Management 5 Session Management 6 Licence Utilisation oO NOAOA QOQ 11 l 14 l 2 22 24 25 43 44 44 46 47 2 54 Page 2 VETtrak User Manual 1 Introduction The VETtrak Security Manager allows you to control users access to VETtrak in two ways You can finely control what sort of information users can see and what actions they can perform by setting up roles and indicating what features and functions of VETtrak each role should have access to You can control which clients and enrolments a user can see by dividing your database up into divisions The Security Manager can be accessed via the Dashboard the Manage menu or the cE icon on the toolbar There are five sections in this manager Application Role Management Allows you to set up2. VEA_ Employer contact tp VEA_ Employer type setup So all we need to do here is to remove all but View access to Employer Types As described above we can do this by first removing all access to Employer Types by removing View access and then right clicking again to add View access only back in Page 32 VETtrak User Manual i amp Employers p EE HA _ v Edit access HR People HR Reports Y Add access H R Results Delete access E iti Event Management l tp EA Employer V Employer Manager T VEA Employer contact c Employ CS res i 2 Groups Edit access H People Add access ni amp ee Delete access H t Results Et A Employers a VEA _ Employer M Employer Manager i 9 VEA_ Employer contact tp V__ Employer type setup Now our role can view edit and add employers and their contacts but not delete them It can also view employer types but not add change or delete them Page 33 VETtrak User Manual Enrolments If we now expand the Enrolments node we can see that it contains a lot of items but most of these are setup items that a data entry person should not be able to change The only items that this role should be able to change are Enrolments themselves and Enrolled Units Everything else here should only have View access So as most items are to have View access only we can again turn everything off
3. Attributes Events and Contact Records We want our data entry people to be able to add attributes and events to both clients and employers and contact records to enrolments but not to create new types of attribute event or contact record So for Attribute setup Event setup and Contact type setup we e Deny View access to remove all permissions e Add View access only back in Then for Client Attribute Employer Attribute Client Event Employer Event and Contact Record we have nothing to do as we have already removed Delete access from everything There is one other item under Event Management a section called Reports which contains the VETtrak Calendar The Calendar normally shows both occurrence classes and events but as these users do not have any access to the Short Courses feature at all it will only show Events for them So we can leave this item with View access so they can see the events they create Now our Events permissions should now look like this G oe Event Management El A Attributes t W__ Attribute setup t VEA_ Client attribute t VEA_ Employer attribute F R Enrolments t VEA_ Contact record t V__ Contact type setup G A Events t VEA Client event t VEA_ Employer event t v_ Event setup E Reports V Calendar Manager m Page 41 VETtrak User Manual Placements and Trainee Management The last two items on our list contain only one item each
4. Compliance QLD psa Compliance SA E PS Compliance VIC Compliance WA Configuration V Backup database Vy Configuration Manager V Global preferences VEA_ Organisation setup V Qualification Manager VEA _ Region setup VEA_ Suburb setup VEA _ User preferences r Correspondence Ae fe fe ae pele a P P ta P ta LF Our data entry person should not be able to change any configuration information so we need to remove all but View access from all these items There are also two things here that we do not want them to touch at all we don t want them to be able to e Run database backups e Make any changes to VETtrak s global preferences As both of these are all or nothing features in that having any access them allows things to be changed we need to deny all access to these two items As with Awards above the easiest way is to right click on the Configuration heading and select Deny all gt View access then Grant all gt View access But as this still leaves these users with access to backups and global preferences we now need to remove View access from these two individual items Page 30 VETtrak User Manual amp Configuration i Ee vV Backup d2 IS perenne Gy TM Configurator ss s u V Global preferences t V_ Organisation setup Xazzi a v Qualification Manager ip V __ Region setup mm t V__ Suburb setup ey V_ User p
5. Optional Add a description or notes about this division Page 45 VETtrak User Manual 3 2 Assigning Staff to Divisions Once you have created your divisions you then need to decide which staff members should have access to the clients enrolments and or groups in each division To allocate staff to a particular division expand the division right click on Assigned staff and click Assign staff to division Security Manager fo Applicaton Role management L i SH a Division management Ea Root division GH fh Archived divisions H F Assigned staff g Division 1 LH He Archived divisions H eF Assigned staff sa Divsian 1A E5 nh Archived divisions E se Division 2 E a Division 3 H User management H f Session management H Licence utilisation You can then search for the staff member s you want and click Next and Finish to assign them to that division Page 46 VETtrak User Manual 4 User Management The User Management section allows you to see and set permissions from an individual user s point of view For each user you can e See what applications they have access to and what role they hold for that application e Assign them to or remove them from any number of roles e See what divisions they have access to e Grant or deny them access to any number of divisions To see what roles and divisions a user is assigned to expand their node and expand the Roles and Divisions n
6. VETtrak Alternatively this association can simply be a way of splitting your database into manageable units 3 1 Creating Divisions VETtrak initially comes with a single divison the Root division already set up Any new divisions will automatically be subdivisions of this all encompassing division You can have as many levels in your division hierarchy as you want For our example we have already set up three new divisions called Division 1 Division 2 and Divsion 3 We want to further subdivide these divisions so we right click on Division 1 and select Add new child division Security Manager E5 inplicatian Eole management El se Division management Fl se Root division I so Archived divisions HH F Assigned staff G b Division 4 Add new child division Hoag s Division 5 Edit division t F User managemer Show division report H S Session manager GSS Licence utilisation Delete division Page 44 VETtrak User Manual Ui Division Wizard Enter division details Enter a name for the division and an optional description Press Next to continue P DIvsinn 1A Parent division 6 gt Division 1 Archive division Description co 1 Give the division a name 2 Optional Give the division a code 3 Select the parent division you would not normally need to set this as it is automatically filled with the division from which you launched the wizard 4
7. V__ Position setup t V Staff g V Staff Manager ip V Staff deliverable unit ip V__ Staff type setup tp V__ Visa type setup pi Reports Results V Record Results Manager tp V_ Result type setup a LV Unit Element recut E 7 Event Management v Viewaccess E3 Placements 4 apg Short Courses EH es Trainee Management tr However we want to give our trainers Add Edit and Delete access to a limited group of functions which we cannot currently do To do so we need to make this role not read only so we edit the role and untick the read only box Page 16 VETtrak User Manual if Role Wizard Enter role details Enter a name for the role the application and an optional description Press Next to continue Role name Trainer E This is a read only role Do not make this role available for use Description Cancel Back Next This in itself will not change the permissions everything will still only have View access until we change it Now however the full range of permissions are available to choose from Page 17 VETtrak User Manual A People fp V__ Classification setup tp WV__ Client V Client Manager yp V__ Education history V__ Position setup l M Staf V Staff Manager Yp M Staff deliverable unit tp M Staff type setup p IV_ Visa type setup B Reports E T Results V Record Results Manager lt v Result
8. access is read only 2 4 2 Set the Features That This Role Can Access Next we need to remove this role s access to the features that we don t want our trainers to use in this case Finance Security and Custom Reports To do this we right click on the role and select Edit feature list Security Manager mi pnlicatinn Role management G f vETtral EF i Archived roles go VETtrak default Edit role G a VETtrak default Edit feature list ia mies Show role report Ee Division managemen G F User management Export role H E Session management Duplicate role E Licence utilisation Delete role Page 14 VETtrak User Manual Untick the features you do not want this role to access and click Finish Edit feature list Select or un select the desired features Press Finish to save changes Select features to add to role Feature description Untick the features you do not want this role to access Trainee Management Trainee profiles requires Trainee Management VETtrak Page 15 VETtrak User Manual 2 4 3 Set the Permissions Now we need to give this role access to the appropriate items Note that as this role was created by duplicating a read only role it currently only has View access to everything and there is no option to add more than View access E People tp V__ Classification setup ip W__ Client t V_ Education history t
9. select Deny all gt View access View access ad Edit access gt e M Record Awards Manager H fva Compliance General mi Compliance NSW Ee amp Compliance QLD Add access Delete access Then right click again and select Grant all gt View access security Manager a o Apolication Role management _ E I P wrrak Ee i Archived roles SS a Data Entry Edit access Add access J Record Awards Manager T3 eS sstee E N Compliance General H R Compliance NSW LEET The role now has View access only to all aspects of awards Page 27 VETtrak User Manual EI A Application Role management G gj vETtrak _ l Archived roles i Data Entry Eb BB vETrrak 2 A Awards 0 V Award register tp V__ Award type setup M dlient award V Record Awards Manager H R Compliance General H R Compliance NSW WARNING Note that there are two all or nothing items under awards which only have one level of access For the Award Register this is not an issue as the register only allows you to view awards anyway The Record Awards Manager however allows users to create awards so we need to deny access to this if we do not want our data entry people to create awards h VeTtrak I Awards V Award register i t V__ Award type setup ip M Clent award amp V Record Awards Manager a 7 Complance General Y View access oe Oh
10. set the appropriate permissions for each item The first thing to do as we have determined that these users are not allowed to delete anything is to remove Delete access to all aspects of VETtrak We can do this quickly and easily by right clicking on the VETtrak node and selecting Deny all gt Delete access Page 25 VETtrak User Manual Security Manager Application Role management G E veTtrak 2 Archived roles Cl a J Data Entry mge E Grant all Gl Co Deny all View access Edit access a A In QLD H A Compliance SA E A Compliance VIC amp Compliance WA Add access Delete access Awards If we now start by expanding the Awards node we can see that this role currently has all but Delete access to everything relating to awards Security Manager E fal Application Role management I jy VETirak HF g Archived roles EGF g Data Entry b VETtrak a Award register p VEA Award type setup ip VEA Client award V Record Awards Manager H amp Compliance General As this is not what we want we need to reduce this to View access only for all items The easiest way to do this is to use the Deny all option against the Awards node itself As removing View access also removes all other permissions for that item the quickest way to remove all but View Page 26 VETtrak User Manual access is to first right click on the Awards node and
11. type setup Vo Unit Element re gt a i Event Management View access ni FP Placements Edit access El at Short Courses Poe eee rni Trainee Management i Assigned staff Delete access Now that we are able to allocate the full range of permissions we can proceed to give our trainers full access to results and attendance So we right click on Unit Element result three times adding a new permission each time v View access View access View access Edit access Edit access Edit access Add access Add access Add access Delete access Delete access Delete access NOTE We have given full access only to Unit element result and not to Result type setup as there is a fixed set of allowable result types and we do not want trainers adding their own result types or changing the ones that are there Page 18 VETtrak User Manual We now want to allow them to record attendance as well Attendance is related to classes which can be found under the Short Courses feature H R Reports El _ Results G V Record Results Manager bn t V__ Result type setup im tp VEAD Unit Element result H 2 Event Management Go Placements d Short Courses Eb A Classes tp M Attendance w View access tp M Class setup Edit access Yp V_ Client dass E eee a t V__ Room setu E Enrolments H Payments 2 Reports H uii Bookings E a Trainee Management Delete acce
12. 5 2 11LIC3012 Certificate II in Printing and Graphic A Study Reason o Stage Specific programme identifier E1 Clear _ This is a VET in Schools enrolment Note The settings on this page are the defaults for new units that are added to this enrolment occurrence If editing an enrolment then the units will be changed but only if they have been left at the settings previously in this wizard L This role is not able to change anything on the AVETMISS page of an enrolment after it has been created Groups Our data entry people are allowed to do anything with all aspects of groups except delete them As we already removed Delete access from everything in the first step we do not need to do anything here _ Eb Groups Page 37 VETtrak User Manual People As with enrolments we want this role to be able to add and edit the clients themselves but only to view the other items in the list So again we go to Deny all gt View access then Grant all gt View access then grant Edit and Add permission for the Client item only Edit access ta NEA Education AE t VEA_ Position setup tp DEA Staff e g V Staff Manager tp VEA_ Staff deliverable unit Dp VEA_ Staff type setup tp VEA_ Visa type setup Add access Delete access Edit access j TEN anage Add access p Wea history ar L__ Position setup tp L Staff mm CJ Staff Manager tm L Staf
13. M Training package setup ip M Unit Subject setup t V_ Vocation setup Delete access Note that although our data entry people are able to add and edit enrolments they do not have permission to edit the AVETMISS values of an enrolment once it is created This means that in addition to the Edit AVETMISS values item not being available in the right click menu against an enrolment certain fields in the Enrolment Wizard will be disabled when they are editing an existing enrolment Page 35 VETtrak User Manual ur Enrolment Wizard Aardvark Alan John VTR 00215 Enter details Select a qualification or course from the list optional Set the start and finish dates of the enrolment Press Next to continue State rules in effect Tasmania REPORTABLE ENROLMENT Select contract to attach enrolment to optional Use last cantract s Organisation arc Quality Training Company Start date Finish date 1 10 2112 30 03 2015 J Reportable enrolment Ledger 0 00 Divisio Root division This role is not able to change the qualification or location of an enrolment after it has been created Page 36 VETtrak User Manual air Enrolment Wizard Aardvark Alan John VTR 00215 Set state based fields Enter the required AVETMISS information as set out by your state Press Next to continue State rules in effect Tasmania Delivery Type Other delivery eg correspondence 40 State Funding Source
14. Placements and Contracts We do not need to do anything here as the only access they are to be denied is Delete access which has already been removed El dih Placements E A Enrolments t VEA Placement E Ca Trainee Management E amp Enrolments l VEA Contract Page 42 VETtrak User Manual Assigning Staff to a Role Once you have created a role you then need to assign your staff to the role so that the right people have permission to do the things you want them to do To assign the staff expand the role right click on Assigned staff and click Assign staff to role security Manager E Application Role management I m m HF g Archived roles I l Data Entry I l Trainer Ht VETtrak E K Assigned EH E2 VETtrak default _ I l iz I VETtrak default role E iS Waiter se Division management t User management tr 1 Session management ml Licence utilisation You can then select any number of staff who you want to have that role and click Next and Finish Page 43 VETtrak User Manual 3 Division Management The Division Management section allows you to set up any number of divisions to mirror your organisation s structure in VETtrak Clients enrolments and groups can then be associated with particular divisions and this association used to restrict which clients enrolments groups a user can see when they access
15. Role Wizette Assign chent to role Select role for cient Press Finish to save Must select a role to assign Role Trainer VETtrak VETtrak default read only role VETtrak VETtrak default role VETtrak Waiter read only role Waiter Page 48 VETtrak User Manual To remove a role from a user right click on the role you want to remove and click Remove role from staff Security Manager fea Application Role management a Division management G User management Bathurst Mitchell 00114 GF g Roles Fe Data Entry Veltri Trainer VETtrak a Waiter default role Waiter Remove role from staff NOTE It is possible for a user to be assigned to more than one role for the same application You might want to do this to conserve licences if for example a user is allowed to do a wide range of things in VETtrak but only needs to do them when another staff member is absent As VETtrak licensing works on a concurrent user basis you would not need to purchase an extra licence for the higher features as the extra person only needs to use them when the other user is not logged in In this case when the user logs into VETtrak they will receive a prompt asking what role they want to use for this session and they then choose the role corresponding to the tasks that they need to do in that session Select role select the role you wish to use for this session VETtrak default role Pag
16. T T iEuruwrtrr YYT Ase Our final Awards permissions will now look like this l h Awards oe V Award register t __ Award type setup t W__ Client award LJ Record Awards Manager Page 28 VETtrak User Manual Compliance Government Reporting The next items in our tree are all the Compliance features which give access to the various government reporting requirements We do not want our data entry person to have any access to government reporting so we right click on each of these nodes and select Deny all gt View access EI E Application Role management veTtrak EH g Archived roles Eh a Data Entry Et H VETtrak he Awards Compliance General i z Compliance NSW _ Compliance QLD Be Compliance SA Edit access pa Compliance VIC Compliance WA A Configuration Delete access Fine A Application Role management Ee Gy vETtrak __ EE Archived roles Eh a Data Entry Et H VETtrak Awards R Compliance General CR Compliance NSW Compliance QLD Compliance SA R Compliance VIC Grant all Add access H E Grant all Edit access Add access 3 3 Delete access ea Page 29 VETtrak User Manual Configuration Next we expand the Configuration node to see what is under there g Data Entry bag VETtrak Pt Awards Compliance General F R Compliance NSW amp
17. a number of different roles for your users and determine what features and functions of VETtrak will be available to users with that role Division Management Allows you to set up a hierarchical system of divisions to control what areas of your database various users can access User Management Allows you to see and set roles and divisions on a per user basis Session Management Allows you to see information about who is currently logged into VETtrak and to forcibly terminate a user s session if necessary Licence Utilisation Shows a summary of the VETtrak features you have licences for which users have access to each feature and how many of those licences are currently being used by logged in users Page 3 VETtrak User Manual t VETtrak Security Manager Alf File Create Manage Record Report Utility Window Help f pie Tasmania r Dashboard E Security Manager Item description gt Fal Apolication Role management Configuration mana ees E fe Division management H User management Gel ti Session management E1 Se Licence utilisation Roles t Configuration 8 Qualification re Security TA Operational managers Employer Staff Client Groups Booking Lastlogin 24 05 2013 8 39 AM Maint Expiry 31 03 2014 Last backup Unknown Available dashboards La User vettrak Data CWE Ttak 4 4 0Data Expiry 31 03 2014 BE Mode Normal CAPS NUM SCRL INS Pag
18. add access to the relevant features Security Manager E fa Application Role management E Phi VETtrak H 3 1 Archived roles a VETtr Edit role Gt Ay Edit feature list H ne li Show role report p Ce HH _ Co Export role at y Co Duplicate role gt Co a R Ce Delete role H A Configuration From the list of permissions above that we want our people to have in this wizard we need to add the following features e Event Management e Placements e Trainee Management but not Trainee Profiles As we do not want them having any access at all to financial information reports or security we leave those items unticked Page 24 VETtrak User Manual Assign features to role wizard Edit feature list Select or un select the desired features Press Finish to save changes Select features to add to role Feature description Bookings requires Short Courses Allows access to management of traineeships E Custom Reports and contracts Event Management E Finance E Finance Pro level requires Finance Placements Z Security E Short Courses E Trainee profiles requires Trainee Management l T ET iin 2 5 3 Set the Permissions Our role now has access to all things we want them to be able to see but they have Edit Add and Delete access to everything which in many cases is not what we want So we now need to work our way carefully down the tree and
19. cess to management of traineeships E Bulk staff changer and contracts Custom Reports Event Management F Finance E Finance Pro level requires Finance Placements L_ Security Short Courses E Trainee profiles requires Trainee Management TT e le da Click on a feature to see a description of that feature in the right hand panel Tick the features you want this role to be able to use then click Finish Page 10 VETtrak User Manual 2 3 Setting Permissions for a Role There are two ways to set the permissions for the various objects within VETtrak e Right click on a node to grant or deny permissions to all objects underneath that node or e Right click on the individual objects to set permissions for that object only lf for example our role currently has View access to all aspects of Employers but we want it to also have Edit permission for everything related to Employers we would right click on the Employers node and select Grant all gt Edit access View access Add access l VJE re a4 Delete access E R Enrolments This would leave us with permissions that look like this s Employers t VE_ Employer V Employer Manager t VE_ Employer contact t VE_ Employer type setup If however we only want this role to be able to edit information about Employer Contacts but not Employers themselves or Employer Types we would right click on the Employer conta
20. ct node and click Edit access to enable it A Employers t V Employer M Employer Manager WV Employer ty y 5 access a Rc cane Add access of gt Page 11 VETtrak User Manual This would leave us with permissions that look like this El A Employers t W__ Employer g V Employer Manager t E_ Employer contact l W_ __ Employer type setup For some items however there is only one level of access which is marked as View access There are three types of these items e Things that only designed for viewing information such as the Award Register and Sent Email Register e Managers such as the Client Manager Programme Manager etc e Utilities such as the various claims wizards for government reporting These are all or nothing items where the only reason to access them is to either carry out a particular action Such as government reporting or to have access to a range of other items which are controlled by their own permissions such as the various Managers As well as only having V next to them these items are also easily distinguishable by having a blue icon next to them instead of green z z Awards p V Award register W___ Award type setup Ww__ Client award V Record Awards Manager 3 amp Take care when granting permissions for these items and remember that giving any access to these items may be allo
21. e LOCH ESTEE EEEY PRA AAAALALAAAAY E _ V__ Visa type setup Ee a Reports aea H R Results H d Custom Reports mi _ Event Management Page 6 VETtrak User Manual There are three steps in setting up a role 1 2 3 2 1 Creating the role Setting what features the role has access to Setting the permissions for individual items within each feature Creating a New Role To create a new role you can either Right click on an existing role and select Duplicate role al Application Role management S f vettrak __ EE Archived roles HF i VETtrak default read only role read only ate VETtrak default rel E Waiter Edit role Hy Division management Edit feature list g User management onal Show role report it it H Session management Licence utilisation Export role gs Delete role Right click on the application VETtrak heading and select Add role EH i pnlicatian Rnle management H i VETtrak default role Fa Waiter H Pa Division management Page 7 VETtrak User Manual Uf Role Wizard eal Enter role details Enter a name for the role the application and an optional description Press Next to continue 7z Role name D Trainer E This is a read only role E Do not make this role available for use Description Give the role a name Tick this box if you want this role to have read only access to all asp
22. e 4 VETtrak User Manual 2 Application Role Management The Application Role Management section allows you to control in fine detail the types of data various users are able to see and what actions they can perform In this section you can e Create different roles for your users e Indicate what applications features and functions each role should have access to e Assign users to these roles For existing VETtrak users upgrading from a previous version the upgrade process will automatically add to your database a number of roles corresponding to the VETtrak modules you already have If you are happy with the access to VETtrak that your users currently have you do not need to do anything as your users will be automatically assigned to the role that corresponds to their current level of access For new installations of VETtrak you will see two roles already set up for VETtrak access e VETtrak default role has full access to all functions and features that you hold licences for and can add edit and delete any data e VETtrak default read only role has full access to all functions and features but can only view data Users with this role cannot add edit or delete anything Expand a role to see a tree listing of each of the features you have a licence for Then expand a feature to see a detailed listing of access levels to each item within that feature For most things in VETtrak there are four levels of access that a us
23. e 49 VETtrak User Manual Changing a User s Division Assignments To assign a user to a division right click on the Divisions node under their name and click Assign to division LH mi pnlicatian Role management i fc Division management ob i User management Eb Bathurst Mitchell 00114 j i Roles a5 Data Entry VETtrak EE Trainer VETtrak 12 Waiter default role Waiter a ae Divisions E Ei b Assign to division ae Division 2 Division 2A Add Division to Staff Wizette Quick publish Set options for publishing Press Finish to save VA Select a divizion Division 1 A canc Division 1A Division 1 Division 1B Division 1 Division 1C Division 1 11 Division 2 Division 2A Division 2 Division 2B Division 2 Division 2C Division 2 Page 50 VETtrak User Manual To remove a user s access to a division right click on the division and click Remove from division security Manager a Application Role management H gh Division management a E User management Eb Bathurst Mitchell 00114 G a Roles EE Data Entry VETtrak ae Trainer VETtrak GS Waiter default role Waiter El Divisions Ba Divizia H e Divisio Remove from division sa Division 2 Division 2C Page 51 VETtrak User Manual 5 Session Management The Session Management section allows you to e See which users are curr
24. ects of VETtrak NOTE If a role is set as read only it will not be possible to grant Edit Add or Delete access to any features at all If you want to create a role that has only View access to most features but a higher access level for a small number of features you could Create the role as non read only and manually remove higher access levels from all features that are meant to have only View access Create the role as read only so it starts out with only View access to everything then edit the role to untick the read only box You will then be able to add the higher access level to the few items that require it Duplicate a read only role and then edit the role to untick the read only box You will then be able to add the higher access level to the few items that require it Page 8 VETtrak User Manual 2 2 Assigning Features to a Role To set which VETtrak features a role will have access to right click on the role and select Edit feature list security Manager ft a Application Role management Edit role Edit feature list A Show role report E ser manager Export role E Duplicate role i ge Licence utilisat Delete role Page 9 VETtrak User Manual Assign features te role wizard Edit feature list Select or un select the desired features Press Finish to save changes Select features to add to role Feature description Bookings requires Short Courses Allows ac
25. ently logged in to various applications e Forcibly terminate a user s session if necessary Expand the Session management node to see a list like the one below Security Manager Bl Application Role management H Ja Division management i i User management E t Session management Login 22 05 2013 8 48 25 AM Role VETtrak default read only role Role Trainer Login 22 05 2013 8 58 51 AM Login 22 05 2013 8 59 58 AM Rale Trainer Rale Trainer Role Data Entry Role VETtrak default role Role Waiter default role E ES Licence utilisation In the above example we have e Six users logged into VETtrak and one user logged into Waiter e Of the users logged into VETtrak we have o One read only user o Three Trainers o One Data Entry person o One using the VETtrak default role e One user Mitchell Bathurst logged into both VETtrak and Waiter e One user Lincoln Rooke who is logged into VETtrak twice with the same role on two different computers Page 52 VETtrak User Manual A user could be logged in twice for a number of reasons such as e He may have simply changed computers and forgotten to log out of the first one e The first computer may have crashed and he was unable to close his session properly In either case a VETtrak user with access to the Security Manager can forcibly log a user out of VETtrak without having to go to the com
26. er can have e V View the user can look at this at item but not make any changes to it or add or delete items e E Edit the user can make changes to existing items but not add new ones or delete existing items e A Add the user can add new items e D Delete the user can remove any of these items We can see what permission a role has for various items according to the letters shown next to that item in the tree Page 5 VETtrak User Manual For example in the Sample Role that has been expanded in the screenshot the user is able to 1 View clients and edit their details but not add new clients or remove any clients 2 View classifications positions and visa types but not change them add new ones or delete them 3 Edit a client s education history or add new education history items but not remove any education history 4 View full details about staff members but not make any changes at all relating to staff members security Manager GF fe Application Role management 2 G vETtrak Il Archived roles Sore Sample Role B gt veTtrak Awards Compliance General Compliance NSW Compliance QLD Compliance SA Compliance VIC Compliance WA Configuration Correspondence Employers Enrolments GrnLIins People ip M Cassification setup 2 a E_ Client 7 se v Client Manager Pes VEA_ Education history 3 one 1a wo Position se Semon
27. f type setup iy L__ Visa type setup Delete access Page 38 VETtrak User Manual ial People mm b W___ Classification setup View access Edit access Add access Delete access mm M_ Staff type setup ty V__ Visa type setup In View access Edit access Page 39 VETtrak User Manual Reports We do not want our data entry people to have any access to reports at all so we choose Deny all gt View access against the top level Reports node tr ad 3 Grant all L i a IP t Even Denya gt qi Placements TT Edit access 4 a Trainee Management TTE pee assigned staff Delete access Trainer Results Under Results we want our role to be able to use the Results Manager view Result Types and have everything except Delete access for Unit Element Results So we e Leave Record Results Manager as it is with View access as this an all or nothing item e Remove all but View access for Result Type Setup by unticking Edit access and Add access Ga a Results V Record Results Manager Vo Result type pees w View access ip VEA_ Unit Eleme E3 aa Event Management H aa Placements EH aga Trainee Management Assigned staff Edit access Add access Delete access Page 40 VETtrak User Manual Event Management The Event Management feature contains three items
28. for all items as we did above for Awards by denying all View access to turn everything off and then granting all View access a Em ip Wea Grant all eo t View access ip VEA_ ContractyEnroment type Edit access l VEA Delivery strategy setup Add dd access v ement Learning outcom t VEA El t Learni too tp MEA Enrolled unit In T VEA_ Enrolment Contract and Non contract t VEA_ Fee exemption setup ES En i ta Grant all e View access t LJ Deny all Edit access ip Contract Enrolment type Add access B L Delivery strategy setup ta L_ HementjLearning autcami t L Enrolled unit Now we go back to the items that Data Entry users are able to change and grant them Edit and Add access to these Page 34 VETtrak User Manual B R Enrolments st V__ AVETMISS values b M Cancellation reason setup b M Contract Enrolment type setup ba t W__ Delivery strategy setup 3 l t W__ Bement Learning outcome VEA Enrolled unit ti VE __ Enrolment Contract and Non comtoct mm t V__ Fee exemption setup w View access IV Funding model setup Edit access t V __ Funding source setup pea acess tp V__ Location loading setup ba t W__ Location setup b __ Purchasing contract setup ta V__ Qualification Course setup b WV__ Referral source setup V__ Status type setup
29. odes under their name security Manager Ee Apolication Role management E i Division management fe Root division Ich g User management F Bathurst Mitchell 00114 EF i Roles i Data Entry VETtrak Waiter default role Waiter E ay Divisions Gl e Division 1 H ee Division 2 Division 2A Clint Patrick 00091 Gabb Angelina 00113 Inwood Savannah 00142 Pinnock Gabrielle 00191 Plant Robert VTR 00263 Rooke Lincoln 00144 vETtrak Trakker System mal Session management T n F E E x Licence utilisation amp Page 47 VETtrak User Manual In the example above Mitchell Bathurst is able to access VETtrak as a Data Entry user and is also able to access Waiter with the default role which if left unchanged allows full access to all functions in the Waiter module Mitchell is also assigned to the whole of Division 1 this includes access to all of its subdivisions and to Division 2A Changing a User s Role Assignments To assign a user to a role right click on the Roles node under their name and click Assign to role Security Manager ng a Division management EF User management i r t Assign to role gS Waiter default role Waiter d u Divisions Fl Division 1 fh Division 2 Division 2A Select the role you want to assign them to and click Finish Assign Staff to
30. puter that the person is logged in on To do so just right click on the session you want to terminate and click Force logout Security Manager ml al Application Role management H s Division management EH E User management E ua Session management Clint Patrick 00091 Application VETtrak Login 22 05 2013 8 48 25 AM Computer User ADMIN patrick Role VETtrak default read only role Gabb Angelina 00113 Application VETtrak Login 22 05 2013 8 49 06 AM Computer User TRAINI trainl Role Trainer BH Rooke Lincoln 00144 Application VETtrak Login 22 05 2013 18 58 51 AM Computer User i a ee E Rooke Lincoln 00144 Application VETtrak Login 22 05 2013 8 59 58 AM Computer User L l Bathurst Mitchell 00114 Application VETtrak Login 22 05 2013 9 10 59 AM Computer User RECEP mitch Role Data Entry E 5trehlow Molly 00136 Application VETtrak Login 22 05 2013 9 15 08 AM Computer User ADMIN2 molly Role VETtrak default role Bathurst Mitchell 00114 Application Waiter Login 22 05 2013 9 10 21 AM Computer User RECEP mitch Role Waiter default role E S Licence utilisation Force logout If the user you are logging out is still at the computer using VETtrak they will receive a notification and their VETtrak will close Error on application check in Error details You hawe been logged out by the system administrator application must close Page 53 VETtrak User Man
31. references EI amp Configuration J Backup database 5 V Configuration Manager i i V Global net ty Dosen Y Viewaccess 2 V Qualification Manager 3 9 V___ Suburb setup t V_ User preferences Our role now has View access to all Configuration items except Backups and Global Preferences a z Configuration pe i Backup database amp V Configuration Manager t V Organisation setup V Qualification Manager ta M Suburb setup m i W__ User preferences Page 31 VETtrak User Manual Correspondence We do not want our data entry people to have any access at all to correspondence so we simply right click on Correspondence and select Deny all gt View access E3 psa Configuration p Correspondence VEA Err Grant all l ip VEA SM Deny all View access M z pa l c Edit access l VEA Template SMS setup Gl A Employers Add access E A Enrolments Delete access E A Groups 7 Employers We want this role to be able to add and edit employers and their contact people but not delete them They should not be able to set up new employer types or edit or delete existing ones So we will need to limit them to View access for Employer Types We have already removed all Delete access in first step above so our Employer permissions currently look like this E Employers t VEA_ Employer g V Employer Manager t
32. ss Again we right click three times to add each of the extra permissions as shown above for results We can now see that our Trainer has View access to most things and Add Edit Delete access to results and attendance Page 19 VETtrak User Manual _ People V ___ Classification setup tp V__ Education history 4p M Position setup t M Staff M Staff Manager tp M Staff deliverable unit tp V__ Staff type setup E R Reports EL R Results c m M Record a fe C Contact records fi Event Management S apiti Short Courses tp VEAD Attendance IV_ Attendance type setup p V__ Client dass po be ty __ Room setup Q Enrolments Page 20 VETtrak User Manual 2 5 Example Two Setting Up a Data Entry Role Our data entry person is able to add and edit information about our trainees related to Clients Employers Contracts Enrolments but they cannot edit the AVETMISS values of an enrolment once it is created Groups Events Placements Results Note that they are not to be allowed Delete access to anything They should have view only access to Awards Configuration Manager and all items that are set up there Qualifications and Units Staff They do not need access at all to Government reporting Correspondence System reports or custom reports Finance Security Short Courses Page 21 VETtrak User Manual 2 5 1 Crea
33. te the Role As this role is to have a fairly complex set of permissions it is probably best to create the role from scratch rather than duplicating an existing role and then work through each feature carefully to ensure we give the correct permissions To create a new role right click on the VETtrak heading and select Add role security Manager H Sample Role H g Trainer HF i VETtrak default read only role read only g VETtrak default role H i Waiter eh Division management User management i 14 fa Session management xu Licence utilisation Give the new role a name and leave the read only box unticked as this role is able to make changes to data Page 22 VETtrak User Manual Uf Role Wizard Enter role details Enter a name for the role the application and an optional description Press Next to continue Application Data Entry E This is a read only role F Do not make this role available for use D int Page 23 VETtrak User Manual 2 5 2 Set the Features That This Role Can Access When a new role is created in this way it will automatically have full access to all core VETtrak functions but no access at all to any of the extra features As we do want the data entry person to be able to enter data relating to some of these extra features we need to edit their feature list and
34. ual 6 Licence Utilisation The Licence Utilisation section allows you to see e How many licences you hold for each application and feature e How many users are currently using these licences For example in the screen shot below we e Own 11 licences to VETtrak e Have so far granted VETtrak access to 5 users e Two of those users are currently logged in e There is also one user logged in with a read only role We also e Have unlimited licences for the Waiter application this application is always licenced for an unlimited number of users e Have so far granted Waiter access to 5 users e There is currently one user logged in to Waiter e There are no read only users currently logged in El Licence utilisation EH VETtrak Purchased 11 Users with access 5 Currently in use 2 Read only in use 1 H Waiter Purchased Unlimited Users with access 5 Currently in use 1 Read only in use 0 NOTE There is no limit to the number of read only users who can be logged in simultaneously Page 54
35. wing the user to carry out certain activities Page 12 VETtrak User Manual 2 4 Example One Setting Up a Trainer Role In this example we will set up the permissions for the role that you want to give your training staff You want your trainers to be able to e View everything in VETtrak apart from financial information custom reports and security settings e Record results and attendance but not to be able to change anything else 2 4 1 Create the Role First we need to create the new role As this role will have access to most VETtrak features and that access is mostly read only the easiest way to begin would be to duplicate the default VETtrak read only role Security Manager G nnliratinn Enle management S EA vettrak i Archived roles i F g Sample Role Bagel VETtrak default read only role read only H a VETtrak default role Edit role Waiter Edit feature list fh Division management ee iota Show role report User management E Session management Export role Se Licence utilisation Duplicate role Delete role Give the new role a name Page 13 VETtrak User Manual Duplicate role wizette Duplicate role Enter new role name Press Finish to save New role name Trainer Like the VETtrak default read only role this new role now has access to all VETtrak features that your company has licences for and all of that
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