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User administration

In addition to the Jira user accounts in CapMan exist also user accounts with extended user data, such as contracts and hourly rates. In order to allow a user to use CapMan inside the Jira interface, both in Jira as also in CapMan the user account must be present with the same username . When selecting the tab User, you see a table which contains your CapMan users with important information.

Remove or edit a user by selecting it and clicking on the repective button for your desired action. If you only want to read information about a selected user click the View-button. If you right click on a user you will see a context menu which gives you all available actions, too. You will find "context" menu behaviour, and also the filter box above table components on further parts of the system.

All users, besides former users, are shown in the user overview. In case that you want to see particular users you have the opportunity to filter the overview. Just enter the firstname, lastname or username and the userlist will update automatically. The search is not case sensitive, so "JOHN" provides the same result as "john". Furthermore you can filter each column of the table as you can see in the screenshot below. So if you want to see former users just activate the filter in the former user column.

The following Edit-user screen  shows and explains the attributes of a user. 

  FIELD NAME DESCRIPTION
Username The username is a value, which has to be unique in the system. When using the Jira plugin, it has to be identical with the users username in Jira.
Forename Value for the users forename.
  Lastname Value for the users lastname.
eMail If you enter an eMail-address the user will get messages to this address if the system is configured to do so.
Description Here you can add a short description about the user.
  Disciplinarian This box maintains the user's disciplinarian. This "boss" can view and manage certain portions of the users data, if the system if configured to do so.
  Joining date The joining date is the date when the user joins the company.
Active A flag for capman to the user as active. Inactive users will not be shown as resource in calendar and reports and can not be selected in dates and assingments.
  Former user A user who leaves the company should not be deleted from the system because of data integrity purposes. So this flag can be used to marks the user as a former employee. Former employees are not shown in the user overview (by default) and are also not considered in reports.
  Global admin If the user is global admin, he gets all rights.
System access settings If running as JIRA-Plugin (without data integration) the system access settings are irrelevant.
  Timetracking No significance without AgilePlan TimeTracking
  Resource in Capacity Manager A new dialog will open to enter the color representing the user in Capacity Manager. When activated, the user will appear in CapMan.
Groups Shows all available groups. Activate desired check boxes to assign the user.
Roles Shows all available roles. Activate desired check boxes to assign the user.
Calendar The choosen calendars for this user (to define the non-working days)
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Contract administration

Every user who is a resource in CapMan, must have at least one contract. You can edit those by selecting a user and clicking on the button Edit contracts. Now you will see a new dialog with information about the user's contracts where you can add, edit or delete them.

Below the contract overview is a list which contains applied hourly rates of the selected employee. Here you can also add, remove or edit the employees bonus types. Each bonus type which you previously applied can be set with one hourly rate. But you can define separate hourly rates for every contract.
Note that when creating more contracts for a user the several contracts has to be disjoint.

Important fields in "Contracts' details"

  FIELD NAME DESCRIPTION
Valid from/Valid till Dates to specify the duration of a contract. (Leave Valid till blank to create an unlimited contract).
Working hours Defines the amount of hours an employee has to work per working day. This value is automatically subtracted of the employee's time account. Also, the capacity calculation in CapMan is based on this value.
Leave days Defines the amount of leave days per full year. This value will be automatically charged against the valid from date to get the effective leave days for the contract.
Hours per leave day Defines the amount of hours an employee will get credited on his time account for every leave day. This is not a mandatory field. If it is empty Working hours will be taken.
Contract mode Marker for different types of contracts (see also additional contract data).
Employment Type Marker for different employments (in terms of statutory provisions).

Several hourly rates per contract

Every contract should have hourly rates. Add your own defined hourly rates (as much as needed) to your contracts. Hourly rates can be defined in the Additional contract data overview. The Bonus Types you can find there are these hourly rates.

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Group administration

Click on the Groups tab and you will see two tables with the informations about the groups and group types in the system. 

Group types

Every new added group type can exhibit role assignments.

Role assignment Groups with this group type can hold roles and therefor are right groups.
Category assignment No significance without AgilePlan TimeTracking.

Next we want to know which users belong to a certain group. Select a group and click on Members of group. A new dialog will be opened and you can see all members of your selected group.

The group membership of a user is managed via the user maintenance. 

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Additional contract data

There are several data sets to further detail the contracts of a user.

Contract Mode and Employment Type are nothing more than maintainable markers of your choice. For instance, you could choose to maintain values like "Full-time" or "Part-time" within Employment type. These attributes do not trigger any further functionality in the system.

Bonus types however are used as a set of "Cost rates". They are globally unique in their text values (like "Project") but can hold indiviual values (typically interpreted as  costs) in each contract. 

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