Personnel Budgeting - Managing User Access

Introduction

Personnel Budgeting is available at the Advanced Advanced Plus and Enterprise subscription level within Martus. 

Enhanced permissions (to allow non-admins to access Personnel Budgeting for their assigned dimensions) and Personnel Requests are available only at the Advanced Plus subscription level.

Access to Personnel Budgeting – For Admin Users - Personnel Password

If you have certain Admin users who should not be able to access Personnel Budgeting, you can ask Martus Support to set a Personnel Budgeting Password. 

Please email support@martussolutions.com to ask for a password to be set. 

There's only one Personnel Budgeting Password per instance of Martus, and that password is maintained by Martus Support. The password is case-sensitive. 

When there's a Personnel Budgeting Password, the main Personnel Budgeting menu selection has a lock symbol next to it.  

Users are prompted for a password to access the full Personnel Budgeting menu.

A user must only enter the password once during each login session. (i.e., not each time they select Personnel Budgeting selected from the menu).

Access to Personnel Budgeting – For Non-Admin Users Advanced Subscription

With the Advanced subscription, non-admin users who are granted access to Personnel Budgeting have access to position information for all dimensions.

Access to Personnel Budgeting – For Non-Admin Users AdvancedPlus Subscription or Enterprise

Note: Non-admin users have some limitations within Personnel Budgeting.  Non-admins cannot:

• Post from the Personnel Budgeting module into a Martus budget

Explanation of Privileges Related to Personnel Budgeting Within Advanced Plus

The Advanced Plus subscription includes detailed privilege assignment to Personnel Budgeting for non-admins.  With the Advanced Plus Subscription level: 

• Non-admin users such as department managers may use Personnel Budgeting features of Martus for the dimensions they are allowed to access
• These separate layers of privilege can be granted to non-Admin users of Personnel Budgeting to:
  • View personnel costs
  • Update personnel costs
  • Access non-default Personnel Budgeting scenarios and years
  • Configure personnel budgeting
  • Make Personnel Requests, if that feature is enabled

View Personnel Costs

This privilege allows a user to access the Scenarios selection on the Personnel Budgeting Menu, as well as reports like the Positions & Pay Report, the FTE Analysis, and the Allocations Analysis.  However, the user can only use the reports to see information for the default Personnel Budgeting Scenario for the current or any other budget year and for the dimensions to which they have access. They can use the features of the Summary screen to see data summarized by budget worksheet, employee, and position name, they can use all the filters on these reports, and they can export the data that is displayed. On the Summary, they cannot apply allocations. They can see employee names, but they cannot access or update employee information (name, anniversary date, coverage level, etc.), and they cannot drill down from any of the reports. 

Update Personnel Costs 

With this privilege, a user can see the Position and Detail tabs for the default Personnel Budgeting Scenario for the current or any other budget year, for the dimensions to which they have access.  They can add and remove positions, change pay items, and change rates on pay items assigned to employees. They can access employee information (name, anniversary date, coverage level, etc.) and they can apply Allocations on the Summary screen. 

Can Access Non-Default Scenarios and Years 

This privilege works in conjunction with the View Personnel Costs and Update Personnel Costs privileges, which determine whether a user can only see or also allowed to update personnel information and compensation costs. A user with the privilege to access non-default scenarios must select the scenario that they’d like to work with, each time they go into Personnel Budgeting or switch to a non-default year, if there are multiple scenarios in that year. Note that if you use the Personnel Requests feature of Martus, this privilege does not allow a non-admin user to access the Position Template Scenario; that is only available to Admin users.

Config Personnel Budgeting

This allows the user to see the Employees, Pay Types, and Position Types selections on the Personnel Budgeting Menu, and to view and make any changes to that data. It also allows them to import and export the Pay Data File and the Pay Items Grid, to specify the default Personnel Budgeting Scenario, and to specify the current budget year for Personnel Budgeting. If the client is using the Personnel Requests feature, a user with this privilege can view and modify the Position Template. 

Make Personnel Requests 

This privilege is only available if the optional Martus feature for Personnel Requests has been enabled. It allows the user to request additional personnel. 

How It Works

Non-admin users only see Personnel Budgeting information for the default scenario and the default Personnel Budgeting Year. 

Non-admin users can only see data for the dimensions to which they have access. If you have a user like an HR Manager who is to have access to personnel budgeting information for all departments but should only see their own department’s information in the rest of Martus, you’ll want to set up two profiles for that user (one with access to the single department, one with access to all departments), and grant access to Personnel Budgeting and the appropriate privileges only to the second profile. 

Note: Only Admin users can post from the Personnel Budgeting module into a Martus budget. Also, only Admin users can lock and unlock Personnel Budgeting scenarios, and delete scenarios with positions in them.