User Roles Reference

Document Reviewers review and edit deliverable documents through a structured process defined in a workflow. This role is required to assign someone as an action owner in a workflow process. This role is typically combined with other roles to allow users to review documents in addition to their other tasks.

Document Reviewers can:

• Be assigned to an action in a workflow.
• Complete an action in a workflow.
• Enter decisions in the details of a deliverable's workflow.

Access groups control a Document Reviewer's access to deliverables.

The Document Reviewer role exists only if your company has purchased the Collaborative Workflow features.

Default Home Page: All My Work

Executives monitor projects and serve as gatekeepers at gate meetings, and are typically upper-level management employees. Executives are people in the organization that make Go or No Go decisions throughout the Phase Gate process.

Executives can:

• Be assigned as a gatekeeper on a project.
• View dates for upcoming gate meetings and view project information through Upcoming Gates.
• Search for and view published documents.
• Use discussions and email to communicate with other gatekeepers on a project.
• View summaries and comparisons of project information using charts and reports.

Executives cannot modify data in the system unless they are assigned a role that allows them to do so.

Default Home Page: Charts & Reports

Gate Managers oversee gate details and the creation and completion of gate documents. A user with the Gate Manager role receives the management rights over the data in a specific gate when assigned as the gate owner of that gate.

Gate Managers can:

• Be assigned as gate owners.
• Manage gate details, upload gate documents, and change gatekeepers on gates they own.

Default Home Page: Upcoming Gates

Idea Managers filter submitted ideas and guide idea projects through the evaluation process. Idea Managers throughout your company may have different responsibilities depending on their management rights.

Idea Managers with sufficient rights can:

• Review new ideas and either begin work on the project, migrate, close, or delete the idea project.
• Request that the idea submitter resubmit the idea, if necessary, and cancel resubmissions.
• Update idea project details such as project name, project manager, and description.
• Upload versions of unowned deliverables, activities, and gate documents.
• Delete deliverables and activities that do not apply.
• Update gate meeting details, change a gatekeeper for a gate meeting, enter gate meeting decisions, and upload gate documents for gates with no owner.
• Act as the project manager or gate owner when an idea project or gate has no assigned owner.

The Idea Manager role exists only if your company has purchased the Idea Submission or Accolade Idea Lab.

Default Home Page: All My Work

Process Managers guide projects through the Phase Gate process from project creation to staffing to deleting the project when it is complete. Process Managers throughout your company may have different responsibilities depending on their management rights.

Process Managers with sufficient management rights can:

• Create, edit, migrate, close, and delete projects.
• Add and remove team members, including the project manager.
• Update project details such as project name, description, and group.
• Upload versions of unowned deliverables, activities, and gate documents.
• Delete activities that do not apply.
• Enter project status.
• Set gate dates, enter gate meeting decision, and change a gatekeeper for a gate meeting.
• Act as the project manager or gate owner when a project or gate has no assigned owner.

Default Home Page: Upcoming Gates

Project Managers oversee the completion of one or more projects. Process Managers assign Project Managers to projects when the project is created. Users assigned the Project Manager role can be assigned as a Project Manager to a project.

When assigned to a project, Project Managers can do the following within that project:

• Add team members (if the Project Manager has Manage Team rights)
• Assign ownership of deliverables and activities.
• Upload versions of unowned deliverables and activities.
• Change the project name, description, and enter project status and metrics.
• Maintain related documents.
• Request resources.

Project managers cannot:

• Change the project manager or gate owners.
• Enter gate details and results.
• Create, close, or delete projects.

Some members of a project team may have both the Project Team Member and Project Manager roles. However, if they are added to the project as a Project Team Member, they only have Team Member rights in that project.

Default Home Page: All My Work

Restricted Team Members work on deliverables or activities in projects. They are not able to see any project information other than the deliverables and activities they own, nor do they have permission to use reporting mechanisms. Assign this role to consultants or other outside experts (either outside the company or outside the project team) to produce a deliverable in a project without being given access to any other project information.

Restricted Team Members can:

• Locate and edit deliverables and activities assigned to them through All My Work.
• Create and publish deliverable and activity versions for documents they own.
• Enter time on timesheets if the company has purchased Time Tracking features. Restricted Team Members can only enter time on projects that contain the activities and deliverables they own.

Default Home Page: All My Work

Administrators maintains Accolade users, access groups, templates, and configuration. Process Designers throughout your company may have different configuration rights.

Administrators with sufficient rights can:

• Create, modify, deactivate, and remove Accolade user accounts.
• Create, modify, and delete access groups.
• Create queries, charts, reports, classes, link types, spreadsheet workbooks, reference tables, global links, workflows, quick grids, functional areas, functions, and configure Accolade parameters.
• Create resource pools and assign resource pool owners.
• Edit existing metric definitions.
• Download, edit, delete, and add templates to the Template Library, when combined with the Template Access user role.

Administrators cannot access projects unless they are assigned a role that allows them to do so. In order to be assigned Admin Of an access group, you must have the Administrator role. See Granting Access Group Permissions to Users

Default Home Page: User Administration

Process Designers manage the overall Phase Gate process of a company or division. Process Designers throughout your company may have different configuration rights.

Process Designers with sufficient rights can:

• Create, modify, and delete models and migration maps.
• Create, modify, and delete reference tables.
• Create, modify, download, and delete templates in the Template Library, when combined with the Template Access user role.
• Create queries, charts, reports, metrics, classes, link types, spreadsheet workbooks, reference tables, global links, workflows, quick grids, functional areas, functions, and configure Accolade parameters.

Process Designers cannot access projects unless they are assigned a role that allows them to do so. See Granting Access Group Permissions to Users.

Default Home Page: Models

Reference Table Managers update reference table values using new versions of existing reference tables that they own. This role is assigned with other user roles.

Reference Table Managers can:

• Upload a new version of a reference table that they own.
• Modify reference table details in tables that they own.

Only Administrators and Process Designers can create and upload new reference tables. Users assigned the Reference Table Manager user role can be assigned as the table's owner and can update new versions of the tables they own.

Default Home Page: Reference Tables

Project Importers import data into Accolade from external files. Project Importers can import multiple projects, project links, matrices and related documents. Paired with the Process Designer role, the Project Importer can also import resource data including demands, pools, curves, and others.

A user who imports projects may also need the Reference Table Manager role to edit the reference tables used in the import, and the Process Manager role, to confirm the results of the import.

Default Home Page: Imports

The Service Account role is not intended for assignment to an actual Accolade user. Assign this role to the user account for the Accolade Autoloader Service, which uploads reference tables and related documents automatically from a designated drop box at a scheduled time. If Accolade is configured with Windows Authentication, this user account must also be a user account on the domain, although it does not have to be the account of an actual person.

To ensure that reference tables assigned to a specific access group are uploaded successfully when enabled for automatic upload, assign the user with the System Service user role access to all access groups defined in the system. See Granting Access Group Permissions to Users.

The Data Analyst own the creation and maintenance of API keys that can access Accolade data to be used for queries and reporting.

Planners develop and maintain innovation plans in Accolade Innovation Planning. Users with the Planner role can see the Planning menu and access the Innovation Planning application.

The Planner role can be assigned with the Process Manager role to allow Planners to create planning elements. In addition, a Planner can also be a Project Team Member to allow assignment to planning element teams, and the Process Manager role that grants administrative privileges based on assigned management rights.

A Planner's additional rights within Innovation Planning are defined through Accolade security lists and access group rights.

If your company does not run Innovation Planning, but uses Accolade's integration with Microsoft Project, assign this role to users for access to the My Project Gantt view.

Default Home Page: Planning Board

Resource Planners maintain resource capacity levels for resources (both employee and material) throughout the company, and plan and assign the resources, personnel and material, that each project needs. They adjust resource assignments from stage to stage and balance resource requests against resource availability.

Resource Planners can:

• Enter resource demands for projects.
• Apply demand curves to projects.
• Add resources to an individual project and modify resource demand.
• Adjust demand values in demand curves for resources in pools they own on the Demand Curve page.
• Transfer a resource from pools they own pool to a different pool on the Edit Resource page.

Default Home Page: Resource Planning

Timesheet Users can access timesheets, which is where users can track their time against various projects within Accolade. This role can be the only role available to users who are required to log their time, but do not require access to additional information within Accolade.

The Time Sheet Approver role exists only if your company has purchased the Time Tracking features.

Default Home Page: Timesheet Entry

Template Access users can access the Template Library, which is where templates for documents created in your company are stored. This role is combined with other user roles, and the role combination determines what type of access the user has:

• Administrators and Process Designers with this role can view existing templates and add templates to the library. In addition, Administrators and Process Designers can create and modify Quick Grid and Workflow templates.
• Process Managers, Idea Managers, Project Managers, and Project Team Members with this role can view templates that are labeled as Other. These are typically templates that are not formatted or populated with any data types.

Default Home Page: N/A