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Question

Is there a checklist for setting up a new user?

Solution

Unanet has a checklist template that you can use to develop your own checklist. This particular checklist has entries for the person profile - your checklist may also need to address other person-related set up items such as adding assignments, setting up leave balances, and any other information for a new user.

Unanet New User Setup Checklist:

People > List > +Person

Tab

Field

Action/Description



Profile


Person Organization

Department or Company.




Username

Unique user identifier – pull from email address.




CodeEmployee Code - identifier in payroll.


NameFirst, MI, Last, Suffix.


E-mail





Identification Code 1



Identification Code 2



Business Week

Hours worked per week for standard weeks.




Hire Date

Leave Accrual Effective Date for calculating leave accruals.




LocationWork location.


Payment CurrencyType of currency used to pay employee.


Employee TypeExecutive, Hourly, Salaried, Subcontractor.


Preferences 

Receive assignment notification emails.



Roles


All Users

Timesheet User, Expense User, UnaSource User.




Supervisors

Give Manager role.

Note: After you finish creating the user, go to Admin > Setup > Approval Groups to create the new Approval Groups for both Time and/or Expense associate existing employees with the Supervisor.




Project Manager (full project profile edit access)

Add Project Manager role.


Project Leads

Copy roles given to similar existing user (to allow visibility of cost and bill rates and/or access to edit budget/cost information on the project profile).




Executive/Department Heads

Add Project Viewer, Viewer roles.




Finance RolesCopy roles given to similar existing user (AP/AR/GL admin, poster, viewer, user).

Time


Time Period

Enter based on Time reporting periods.




Leave Request Approval GroupThe Approval Group for approving the person's leave requests.


Time Approval GroupThe Approval Group for approving the person's timesheets.


Labor CategoryDefault labor category.


Vendor

Required if a person is getting paid through Accounts Payable for time.

Note: You must set up the Vendor Profile and Org in Organizations > List, +Organization, then pull that into this Vendor field.




Time Entry Increment

Minimum entry increment.




Pay CodeDefault pay code.


Time In/Out

If required by day/project.




Preferences

Autofill Timesheet/Timesheet & Leave Request Notification emails.


Expense


Expense Request Approval Group

The Approval Group for approving the person's expenses.




Expense Report Approval GroupThe Approval Group for approving the person's expense report.


Vendor

Required if a person is getting paid through Accounts Payable for expense.

Note: You must set up the Vendor Profile and Org in Organizations > List, +Organization, then pull that into this Vendor field.




Approval Authority AmountIf approving expenses.


Preferred Payment MethodNote: If Preferred Payment Method is new CC, create new Payment Method (via Admin > Setup > Accounting > Payment Methods) then pull into Person profile.


Vehicle Number (Company Car)



Preferred CurrencyType of currency used to pay employee expenses.


Preferences

Expense Notification emails.



Purchasing


Approval Authority Amount





PreferencesReceive Purchasing Notification E-mails.


Purchase Requisition Approval GroupsAvailable - Assigned Approval Groups for purchase requisitions.


Purchase Order Approval GroupsAvailable - Assigned Approval Groups for purchase orders.


Vendor Invoice Approval GroupsAvailable - Assigned Approval Groups for vendor invoices.


PO Form Title


Rates


Begin Date

Use pay period begin date (if dilution on).




End DateEOT (End of Time).


Classification

Salaried, Hourly, Non-Employee, Non-Employee (PO).

See Help Docs - Classification for more details.




Labor Cost ElementSelect the appropriate cost element associated with the user's indirect rate(s).


Bill RateCommon Practice is to leave this blank unless you intend to have the Bill Rate default to the Person's Profile - Rates tab.


Cost Rate

Must be an hourly rate and can contain up to five (5) decimal points.

See KC - Cost Rate Configuration for more details.



Password


Default Password

Create a company default; if using Active Directory authentication, this will not be used.



Other (if User Defined Fields)

Complete all active fields




Left Menu of Person Profile

Person Profile Left Navigation

Field

Action/Description


Menu


AccountsDependent upon Posting Group configuration.

AccrualsAssociate with all relevant accrual plans.


Alternates




Credit Cards




Default Project/Task




Dilution

Not required (will be calculated).



Organization AccessCopy organization access given to similar existing user (to provide additional visibility of people or projects at the departmental/customer levels).


Payroll Info (if enabled)

Payroll Hire Date (if different from Leave Accrual Effective Date or Rate Begin Date) & Other Fields as needed.



Signature


Skills


Associating the new user with projects as appropriate: 

Project profile Left Navigation

Project

Action/Description


Administrators


If Project ManagerUpdate the Project Manager record.

If Project Lead/ApproverUpdate the Project Lead and Project Approver records.

If Resource Planner/AssignerUpdate the Resource Planner and Resource Assigner records.

People Assignments


Leave Projects

Assign person to applicable leave/fringe projects such as: Holiday, PTO, Sick, Vacation, LWOP, etc.



Internal Projects

Assign person to applicable internal projects such as B&P, G&A, OH, Training, etc.



Direct Projects

Assign person to relevant direct (client) projects.



Timesheet Setup (Dilution): Person Timesheet

Timesheet

Action/Description




If Exempt person with Dilution:

Create timesheet corresponding to the first pay period, and if desired, pre-populate timesheet with LWOP time for every day until their actual hire date.



Additional Items: Admin > Reminders and Emails

Type of Message

Recipient

Action/Description


Unanet Broadcast Reminder

All People (new Unanet systems only)


(Example) Send broadcast welcome message to all people.


Regular email from email server (non-Unanet, e.g., Outlook)


New Person

(Example) Send welcome message to new person with login instructions.



Additional Information

Help Docs - Importing People

KC - Configuration Guide for People

KC - FAQ - Is there a checklist for setting up a new project? 





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