The Responsible user feature was developed to be used as a workflow and productivity tool to help users distinguish priorities a user may have as it relates to strategic planning at a given institution. The dashboard works in conjunction with responsible roles to layout a user's work upon logging into Planning between the items they have created (“My Items”), those that have been assigned to them (“Responsible Items”) and those that they have contributor access to(“Contributor”).
Let’s walk through an example of how this feature can be used inside of Planning. Below we have a goal for our Undergraduate Admissions unit. Within the item screen, as shown below, to the right you will see the “Permissions” tab. Here you will see a list of users that have permissions either at this unit or another unit across the institution. For example, user Andrew Lyle has reviewer access and cannot edit this item. If the list of users in the permissions section becomes long the application will paginate the list and list users on separate pages. You can quickly search this items list of users by using the search box (highlighted in green) or by click through each page.
|MARKING A USER RESPONSIBLE|
|USERS AVAILABLE TO BE MADE RESPONSIBLE|
I have used the search and nothing returns for Kevin. The reason for this is that Kevin has not been provided with a set of permissions to the Unit Goal template. In the screenshot below we can see the permissions page for Undergraduate Admissions and that Kevin is not listed here. The institution’s site administrator or a user that has been given permissions to manage users will need to add Kevin to the unit and provide him permissions to the Operational Assessment plan Unit Goal template. Once this happens Kevin will then appear in the list of available users to be made responsible. The site administrator or user with permissions management could also provide Kevin with permissions to another unit and Kevin would then appear as someone that may be marked as responsible, as users with permissions at any unit can be marked as responsible to items across the institution. If Kevin does not have permission to the specific unit where the item lives that he is marked responsible for, then he will only have view-only access to the item.
|KEY POINTS TO REMEMBER|
- Site Administrators will always appear in the list of users that can be assigned as responsible.
- Responsibility cannot be assigned to someone that does not have permissions to that particular template, either at the unit where the item lives or another unit across the institution.
- A user does have the ability to mark them as responsible. It should be pointed out that if a user that has created the item and marks themselves as responsible, that item will then appear in both that user’s “My Items” and “Responsible Items” areas.
- The dashboard will only show content for the default time period selected by an institution’s site administrator(s). This means that if the dashboard is set to FY 2017 and I mark someone responsible for an item in FY 2018 that the item in 2018 will not show up on that user's dashboard because the dashboard is set to display data only from FY 2017.
- Marking a user as responsible does not change their level of permission. For example, if I have a permission set of “reviewer,” marking me responsible does not then change my permissions to that item and allow me to edit it. My permission will still be “reviewer."