| RESPONSIBLE |
The Responsible user feature was developed to be used as a workflow and productivity tool to help users distinguish priorities related to strategic, outcomes assessment or any type of planning initiatives. The dashboard on the homepage works in conjunction with responsible roles to layout a user's work upon logging into Planning. Users can see 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”).
The Responsible user feature provides the ability to assign a particular item to another user within a respective plan. Once a user is assigned as a responsible user for an item, that item will then appear on that user’s dashboard under the “Responsible Items” tab. This tab will display a count that is incremented and decremented as responsibility is added or removed from an item for that user for the given time period that the dashboard is set to.
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. 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 |
To mark another user as responsible, click the blue plus button next to their name.
Now that Sarah as be assigned as responsible, when Sarah goes to her dashboard, she will now see the goal of "Improve Regional & National Visibility" appear in her “Responsible Items” area. In the screenshot below you can see that this goal appears in Sarah’s responsible items and that the count on the tab has increased from 3 to 4. If we go in and remove responsibility from Sarah for this goal the item will be removed from her list of responsible items and the count will reflect that change.
| USERS AVAILABLE TO BE MADE RESPONSIBLE |
I have a user that I would like to make responsible for the Undergraduate Admissions goal of “Increase Enrollment” so that they can begin laying out other related action items to achieve this goal. I am looking for a specific user to assign this item to, and that is my Assistant Director of Undergraduate Admissions, Kevin Bates. However, in the screenshot below you will notice that Kevin Bates is not available for me to mark as 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."