SHaRP Security Roles

AGENCY UPDATE ROLES: All Agencies.These roles allow you to make changes in the system. CBT test results are required.

Role Name	Training	Access	Description
Agency Timekeeper (This role is for Time and Leave, for Time and Labor roles, see below)	Intro to SHARP (required) Time and Leave (required)	Time and Leave, Shared Leave, Pay Affecting Adjustments and Supplementals, Non-pay Affecting Adjustments, Bonus Pay, T&L Reports	Ability to update leave balances Enter employee time and make current period, pay-affecting and non-pay affecting adjustments Enter supplementals Enter bonus pay View shared leave and time and leave errors Run T&L reports
Agency Recruiter	Intro to SHARP (required) Recruiting (required)	Recruitment, Recruitment Reports	Adds job postings Maintains applicant's information Associates applicants Run Recruitment reports
Agency Training Administrator	Intro to SHARP (required) Enterprise Learning - Training (required)	Enterprise Learning, Training Reports	Sets up new courses and sessions Enrolls students Enters student training Run Training reports
Agency HR Administrator	Intro to SHARP (required) Workforce Administration & Compensation (required)	Workforce Administration, Setup Tables, HR Reports	Enter employee data changes including personal and job data Hire applicants and employees. Process unclassified merit, bonus pay, step increases and longevity bonuses. Run HR reports.
Agency Position Administrator	Intro to SHARP (required) Position Management (required)	Position Management, Setup Tables, Position Reports	Add positions and makes updates to position information View FTE Table Run Position reports.
Agency Benefits Administrator	Intro to SHARP (required) Benefits (required)	Benefits, Reports	Update information for employee retirement benefits and group term life eligibility. View benefits records. Run Benefits reports.
[WF] Agency Payroll Administrator	Intro to SHARP (suggested) Workforce Administration & Compensation (required)	Workflow	Agency recipient of Payroll workflow worklists.
Agency Commitment Acct. Spec.	Intro to SHARP (required) Committment Accounting (required)	Define Comittment Accounting	Setup Acct Cd, Dept Budget, & Position Pool Tables Generate Dept FTE & FTE Rollup Reports
Agency Payroll Specialist	Intro to SHARP (required) Payroll (required)	Maintain Payroll Data, Manage Payroll Process, Position Management, Workforce Administration, Payroll Reports	View and maintain payroll data View position and job data Run payroll reports

AGENCY TIME AND LABOR UPDATE ROLES: Time and Labor agencies ONLY. These roles allow you to make changes in the system. CBT test results are required.

Time and Labor Agencies:

Adjutant General Self-Service	Health Policy Authority, KS Self-Service
Commerce, KS Dept of Self-Service	Health and Environment, KS Dept. of Self-Service
Agriculture, KS Dept. of Self-Service	Labor, KS Dept of Self-Service
Investigation, KS Bureau of Self-Service	Regents, KS Board of Self-Service

Time and Labor Interface Agencies:

Aging, KS Dept. on
Wildlife & Parks, KS
Corporation Commission, KS
Citizens Utility Rate Board

Role Name	Training	Access	Description
Agency Time and Labor Time Keeper	Intro to SHARP (required) TL371: Time and Labor for Timekeepers (required)	Timesheets; shared leave; adjustments; supplementals and Reports	Enter and adjust time for non self-service employees View Shared Leave Enter Pay Affecting Adjustments, Supplementals & Non-pay Affecting Adjustments for all employees (self-service and non self-service) Generate TL Reports Approve reported time
Agency Time and Labor HR	Intro to SHARP (required) Workforce Administration & Compensation (required) TL372: Time and Labor for HR Admin (required)	Timesheets; shared leave; adjustments; supplementals; Reports; Job Data (Time Reporter Data); Assign Schedules	Perform all functions available to the Agency Time & Labor Time Keeper role Enroll employees as Time Reporters Update Time Reporter information Approve payable time
Agency Time and Labor Task Reporter	Intro to SHARP (required) TL373: Time and Labor Finance Maintenance (required)	Taskgroups; Task Profiles; Paid Time Adjustments	Enter and maintain Task Groups and Task Profiles Enter Paid Time Adjustments
Agency Time and Labor Interface HR	Intro to SHARP (required) Workforce Administration & Compensation (required) TL372: Time and Labor for HR Admin (required)	TL INTERFACE AGENCIES ONLY Timesheets; shared leave; adjustments; supplementals; Reports; Job Data (Time Reporter Data); Assign Schedules; TCD Errors	Perform all functions available to the Agency Time and Labor HR role View and correct errors from Time Entry interface (INF42) Update the data loaded via interface
Agency Time and Labor KBI Field 1 This role may only be selected by employees of Kansas Bureau of Investigation	Intro to SHARP (required)	User Field 1 Table	Maintain case numbers

REGENTS UPDATE ROLES: Regents Institutions only. These roles allow you to make changes in the system. CBT test results are required.

Role Name	Training Required?	Access	Description
Regents HR Administrator	Intro to SHARP (required) Workforce Administration & Compensation (required)	Workforce Administration, Position Management	Access to this role is limited to selected Regents HR/Payroll employees. Ability to update employee and position data due to errors associated with the Regents Management Reporting Interface.
Regents Payroll Administrator	Intro to SHARP (required) Payroll CBT (required)	Maintain Payroll Data, Define Payroll Process, and Define Payroll Taxes	View Payroll Balances View All to employee payroll data, Year to Date Balances Report View Payroll Process tables and Payroll Tax Tables.
Regents Payroll Tax Specialist	Intro to SHARP (required) Payroll CBT (required)	Maintain Payroll Data, Define Payroll Taxes	View Payroll Balances View All to employee payroll tax data, Year to Date Balances Report View Define Payroll Tax Tables.
Regents Payroll Savings Bond Specialist	Intro to SHARP (required) Payroll CBT (required)	Maintain Payroll Data	View Payroll Balances and the Savings Bond Log Edit

AGENCY VIEW ONLY ROLES: All Agencies. These roles allow you to view information in the system. CBT test results are NOT required.

Role Name	Training	Access	Description
Agency Time and Leave Inquiry (This role is for Time and Leave, for Time and Labor roles, see below)	Intro to SHARP (suggested) Time and Leave (suggested)	Time & Leave, Reports	View Time records and Leave balances Run T&Leave reports
Agency Recruitment Inquiry	Intro to SHARP (suggested) Recruiting (suggested)	Recruitment, Reports	View recruitment records and run recruitment reports
Agency Training Inquiry	Intro to SHARP (suggested) Enterprise Learning - Training (suggested)	Enterprise Learning, Reports	View training records and run training reports
Agency HR Inquiry	Intro to SHARP (suggested) Workforce Administration & Compensation (suggested)	Workforce Administration, Reports	View employee HR data records and run HR reports
Agency Position Inquiry	Intro to SHARP (suggested) Position Management (suggested)	Position Management, Reports	View position data records, FTE Table and run position reports
Agency Benefits Inquiry	Intro to SHARP (suggested) Benefits (suggested)	Benefits, Reports	View employee benefits records and dependent beneficiary data. Run benefits reports.
Agency Payroll Manager	Intro to SHARP (suggested) Payroll (suggested)	Maintain Payroll Data, Manage Payroll Process, Workforce Administration, Reports	Maintain Payroll Data, Manage Payroll Process, Administer Workforce, Define Commitment Accounting
Agency Payroll Inquiry	Intro to SHARP (suggested) Payroll (suggested)	Maintain Payroll Data, Manage Payroll Process, Administer Workforce, Define Commitment Accounting	View payroll data, job data and position accounting data.

TIME AND LABOR VIEW ONLY ROLE: These roles allow you to view data in the system. CBT test results are NOT required.

Time and Labor Agencies:

Adjutant General Self-Service	Health Policy Authority, KS Self-Service
Commerce, KS Dept of Self-Service	Health and Environment, KS Dept. of Self-Service
Agriculture, KS Dept. of Self-Service	Labor, KS Dept of Self-Service
Investigation, KS Bureau of Self-Service	Regents, KS Board of Self-Service

Time and Labor Interface Agencies:

Aging, KS Dept. on
Wildlife & Parks, KS
Corporation Commission, KS
Citizens Utility Rate Board

Role Name	Training	Access	Description
Agency Time and Labor Inquiry	Intro to SHARP (suggested)	View only of the following: Timesheets; shared leave; adjustments; supplementals; Reports; Job Data (Time Reporter Data); Assign Schedules; Taskgroups; Task Profiles; and Paid Time Adjustments	View employee timesheets View Shared Leave View Pay Affecting Adjustments, Supplementals & Non-pay Affecting Adjustments for all employees (self-service and non self-service) View Task Groups and Task Profiles View Paid Time Adjustments Generate TL Reports

REGENTS VIEW ONLY ROLE: Regents Institutions only. These roles allow you to view information in the system. CBT test results are NOT required.

Role Name

Training

Access

Description

Regents Payroll Inquiry

Intro to SHARP (suggested)

Payroll (suggested)

Maintain Payroll Data, Define Payroll Process, and Define Payroll Taxes

View Maintain Payroll Data Inquire and Use bars and ability to run Report Year To Date Balances.
View Define Payroll Process and Define Payroll Taxes.

STATEWIDE VIEW ONLY ROLE:

Each agency may request one or two signons that allow Display Only access to statewide data. This access is given to agencies to allow them the ability to view information pertaining to their employees that may be restricted on certain pages due to PeopleSoft departmental security, using their normal SHARP sign-on. Training: Intro to SHARP (suggested)

Access to statewide data will be limited to the Current Job menu item under Workforce Administration>Job Information and the Employee Job Action History report under Workforce Administration > Workforce Reports. This information is confidential (K.S.A. 75-2949f) and User IDs must not be shared with other users or employees to maintain database security and confidentiality.

Role Name

Statewide Inquiry

DATA WAREHOUSE ROLES: All Agencies. These roles allow you to view information in the Data Warehouse. Data Warehouse Training is required.

Role Name

Training

Access

Description

Data Warehouse HR User

Intro to SHARP (required)

SRP204: Intro to Business Intelligence Reporting (required)

Data Warehouse Dashboard and Report folders

Access specific folders and reports, as granted by HR Power Users
View reports to which a HR Power User has granted access
May contain data from any and all HR functional areas.

Data Warehouse HR Power User

*limit 2-3 per agency

SEE INSTRUCTIONS BELOW

Intro to SHARP (required)

SRP204: Intro to Business Intelligence Reporting (required)

Classroom Training (required)

Data Warehouse Dashboard and Report folders; Answers; Folder management

Create reports, move them to agency shared folders, and grant HR Users access to specific reports
Create reports that may contain data from any and all HR functional areas (personal data, benefits, etc.)
HR Power Users will be responsible for safeguarding sensitive HR data by restricting access to shared folders and reports

Data Warehouse HR Power User Instructions:

Requestor: SHARP Agency Security Contact

Form: SHARP Security Form

1. Has all required training been completed?

Intro to SHARP (CBT)

SRP204 - Intro to BI Reporting (WBT)

SRP301 - Ad Hoc BI Reporting (Instructor Led)

Yes

Move to #2

1. Complete CBT/WBT training

2. Enroll for training by contacting your Agency Training Administrator or using Employee Self-Service (depending on the agency).

2. Choose the Data Warehouse HR Power User role on the security form.

After all training is completed, the security form should be submitted for setup and the Security Contact will be notified when it is completed.

SHARP SECURITY ROLES