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Security

 
ShopPAK is built upon a powerful, shared database.  Since it supports several concurrent users, and each user has specific responsibilities and duties, it is critical to limit each user’s security privileges to only those functions they need access to.  Each user logs on to ShopPAK with their assigned ProjectPAK Logon ID and password.  Once connected, ShopPAK uses their ShopPAK security profile to determine which screens and reports they can access, as well as, which ShopPAK records they can browse, create, modify, and delete. 
 
From a security and database integrity standpoint, it is critical to grant only those privileges a particular user needs to do his or her job when defining their security profile.  Be particularly careful with granting ‘Delete’ privileges and access to sensitive financial data.   
 
Logging On to ShopPAK
1.   Double click the ShopPAK desktop icon      
 
                            – or –
 
      Click the “Start” button and select   Programs | ShopPAK | ShopPAK.
 
2.    The ShopPAK “Sign On” window appears.  Enter your ProjectPAK User ID and optional Password.  Click the OK button.
 
       
 
ShopPAK System Administrator
 
Before anyone can use ShopPAK, the system administrator must first set up Security Profiles for each user and make sure each user has a ProjectPAK User ID and password.  A security profile defines what a particular user can do in ShopPAK, and most importantly, what records they are allowed to modify in the ShopPAK database.
 
 
The first step is to set up the system administrator’s own security profile:
 
1.    Log on to ShopPAK with the special system administrator User ID  ->  ShopPAK 
 
2.    Type the ShopPAK password sent to you under separate cover.  This can be found in the cover letter that accompanied your ShopPAK software and user’s guide.
 
IMPORTANT: Do not share the “ShopPAK” password with other users.  
 
The “ShopPAK” User ID gives you full access to ShopPAK security so you can set up your own security profile, as well as, the security profiles of other ShopPAK users. 
 
Note:  Normally the ShopPAK System Administrator has total rights in ShopPAK.  In other words, they are a ‘power’ user.  You should give yourself full rights including security.  After establishing yourself as a ShopPAK user, we recommend logging off and then logging in with your own User ID.
 
Setting Up ShopPAK User Security Profiles
 
Before you can set up a security profile, the ShopPAK user must have a ProjectPAK User Logon.
 
 
Note: The User ID and Password will be the same when logging into either ProjectPAK or ShopPAK.  ShopPAK privileges are not influenced by ProjectPAK privileges with the exception of some features in ShopPAK that update ProjectPAK Library Item information. 
 
Refer to Chapter 16 in the ProjectPAK User’s Guide for more information on setting up User Profiles in ProjectPAK.
 
Only ShopPAK users need a ProjectPAK User ID and password.  Shop floor production and installation employees who enter their time via Shop Floor Data Collection are not considered ShopPAK users, and thus, do not need ProjectPAK User IDs. 
 
Define Employee
 
You must create an Employee record for every ShopPAK User.  This applies to both ShopPAK users, as well as, production employees who use Shop Floor Data Collection.  Before you can set up security access privileges for ShopPAK users, they must first be defined as an employee. See Employees under Setup and Options for more details.
 
Security
 
When defining employees that need login access to ShopPAK, the person must be defined as a ShopPAK user via the “ShopPAK user” check box.  “Employee ID” and “First and Last Name” are the only other fields required to set up a user profile. 
 
If the ShopPAK user will also be submitting job hours against jobs, or you’re defining a production employee who will be generating labor or material transactions, place a check in the “Show on Time Card / Material Card List” checkbox, as well as provide the employee’s wage information, explained in Setup and Options.
 
Define Security
 
To set up a ShopPAK Security Profile, select   Define | Security   from the ShopPAK menu. 
 
 
This displays the “Security” dialog box.  The first tab lists all of the ProjectPAK User Logon IDs currently defined.  Adjacent to each ProjectPAK logon is the associated ShopPAK Employee name that has been associated with the ProjectPAK logon ID. 
 
TIP:  Before you can set up a security profile, the ShopPAK user must have a ProjectPAK User Logon.  The user must also have a ShopPAK employee record with the “ShopPAK User” box checked. 
 
Adding and Changing Security Profiles
 
1.    Choose the ProjectPAK logon of the person you wish to work with by clicking the row button or anywhere on the person’s grid row.
 
2.    Click the “Employee” cell down arrow.  A list of ShopPAK employees will be displayed.  Select the ShopPAK employee that matches the ProjectPAK logon.
 
       
 
TIP:  If you do not see the employee you want in the drop-down list, verify the ShopPAK Employee record has been setup properly.  When defining employees that need login access to ShopPAK, the person must be defined as a ShopPAK user.  Please refer to Setup and Options, for detailed information on setting up a ShopPAK Employee Profile.
 
3.    Repeat for all of the employees you want to give ShopPAK access to.
 
Warning: Clicking on "Un-link ShopPAK Employee" removes the ShopPAK employee and clears out their ProjectPAK logon record of any ShopPAK, Scoreboard or SmartPART security directives.
 
 
Security Options
 
Once you map a ProjectPAK User ID to a ShopPAK employee, click the employee row button.  This highlights the row.  Select the “General Options” tab at the top of the dialog box.  This is where you assign general security access privileges.  Make sure the employee’s name displays at the top of the dialog box so you are configuring the correct employee.
 
Security
1

Define list values (job status, terms, etc.)

1. Define list values (job status, terms, etc.)
Add, update, and delete list values that relate to Job, Job Item, Work Order, Purchasing, Inventory, Ship Via, Milestone and Department Templates, Employee, PC Data Collection Profiles, etc. via the “Define” drop-down menu.  Typically, this is only given to ShopPAK administrators.
2

Define ShopPAK options

2. Define ShopPAK options
Edit a broad range of ShopPAK options via the “Define | ShopPAK Options” dialog box.
3

Define security

3. Define security
Create and edit ShopPAK user security profiles.  Security profiles are located under the “Define | Security…” dialog box.  Only grant this to ShopPAK Administrators.
4

Define ShopPAK document content

4. Define ShopPAK document content
Enables editing of document content defaults for Work Orders, Purchase Orders, Packing Slips, Invoices and Labels.  See Setup and Options for detailed information on “Document Option” defaults. 
 
Note:  Users that can’t define default document layout can still override the default print layout by clicking the “Override document print instructions” icon    before printing a work order, purchase order, or shipping ticket.
5

Define Data Collection setup profiles

5. Define Data Collection setup profiles
Create, delete and maintain PC Data Collection Profiles.  Assign Profiles to specific PC Data Collection Workstations.
6

Define clock rules for automated data collection

6. Define clock rules for automated data collection
Create, delete and maintain time clock shift rules used by ShopPAK when processing time and attendance and/or labor actuals coming in from shop floor data collection.
7

View job cost screens and reports

7. View job cost screens and reports
a)   Browse summary level job cost forms
b)   View job cost financial information on reports and documents.
 
Users without summary job cost security privileges will still be able to generate many reports, however, financial and cost information will be excluded and they will not be able to request financial information be included on the report.
 
8

View and define detailed employee costs

8. View and define detailed employee costs
Only give this authority to employees who need to create, update, or view specific employee wage information.  Since this area of ShopPAK contains highly confidential information, very few employees in your organization need this level of security.  Only give this to financial employees such as bookkeepers and accountants, as well as, upper level management, who need to:
 
a)   Create and edit employee wage information
b)   View financial information on reports and documents that include low-level employee transactions including:
       
  • Employee Labor Actuals
  • Employee Time Clock Actuals
  • Employee Labor Variance
 
Users without employee cost security privileges will be able to generate summary level job cost reports, but specific employee level financial and cost data will be excluded.
9

View financial information on PO reports

9. View financial information on PO reports
Defines whether or not an employee sees financial amounts on purchase order reports.
10

Upload and download Tricoder data

10. Upload and download Tricoder data
Upload shop floor ‘Actuals’ from hand-held data collection devices (TriCoders), as well as, import labor and material transactions from 3rd party shop floor data collection systems.  Allows users to download ‘Validation’ tables to the hand-held TriCoders.
11

Broadcast messages to shop floor via PC data collection workstations

11. Broadcast messages to shop floor via PC data collection workstations
Allows users to access the ‘Broadcast Message To Shop Floor’ option located under the ‘Tools’ menu.
 
12

Generate progress billings and invoices

12. Generate progress billings and invoices
Allows a user to generate and print an AIA Progress Billing Invoice.
 
Note: If a User has authority to view and make changes to header area, but does not have the authority to create and print Progress Billing applications, all billing controls on the sub tab will be disabled.
13

Run 'apply overtime rules' & 're-calc salaried labor actuals'

13. Run 'apply overtime rules' & 're-calc salaried labor actuals'
Allows a user to run two ShopPAK utilities: “Apply Overtime Rules”, (AutoCalc), against Labor Actuals and Time and Attendance records.  Also run the salaried employee labor cost re-calc.        This privilege is typically given to your accountant and/or bookkeeper.
14

Export accounting related information

14. Export accounting related information
Allows a user to export purchasing, billing/invoices and payroll information to third party accounting packages.  Also allows users to generate COGS, WIP and Use Tax Accounting reports and Billing Summary reports.
15

Mass transfer jobs from one PM to another

15. Mass transfer jobs from one PM to another
Allows a user to transfer multiple jobs from one Project Manager to another.
 
Use “General Options” to grant or deny high-level ShopPAK privileges.
 
Users who lack the appropriate level of security privilege will receive an error message when they attempt to do something they don’t have authority for.
 
 
 
Functional Areas
 
  
ShopPAK has several functional tabs that run across the top of its main window.  Clicking a main tab displays that function’s main form and any sub-forms available. 
 
Use “Functional Areas ” to define which ShopPAK tabs a user has access to.  If you choose “Denied” for a user, when that user logs on to ShopPAK, that functional area’s tab is hidden.  If access is granted, set the database privilege the user enjoys when working on data located on the tab (read only, update, delete, etc.).
 
The list box located top left identifies ShopPAK’s main tabs, as well as, 2 additional functional areas (Scheduling and Alerts).  Select the functional area you want to set up access privileges for.  In the example above, the “Job” tab is currently selected.
 
When you select a ShopPAK functional area, a list of radio buttons display.  The radio buttons are listed in order by expanding privilege.  Privilege is cumulative.  In the example above, the user has been given the privilege of creating and editing their own Jobs, Job Items, and Work Orders.  Since privilege is cumulative, the user can also browse any Job in the ShopPAK database.  However, the user in this example is denied the privilege of updating jobs they haven’t created themselves, nor are they allowed to delete or purge jobs from the ShopPAK database.
 
Job  General Security Options
 
Create a New ShopPAK Job
Allows a user to create a new ShopPAK job.
 
Convert ProjectPAK estimates
Convert a ProjectPAK Project / Estimate into a first-cut ShopPAK Job or append an estimates to an existing ShopPAK Job when converting change orders.
 
Edit progress billing header information
Grants access to the Progress Billing sub tab on the Progress Billing sub-tab of a Job.
 
Edit work order percent billed & GL Account Codes after billing started
Allows a user to manually override the Percent Billed value and COGS Accounting code assignment at the Work Order level after Billing has started.  This privilege is typically given to your accountant and/or bookkeeper.
 
Edit Scheduled Start and Finish Dates
Allows a user to change the Job, Job Item, Work Order, and Department Scheduled Start and Finish dates.  If you use the ShopPAK Scheduler program, you may want to turn off the ability for certain users to edit schedule start and finish dates.   
 
Edit Job ID
Allows a user to change the Job ID of a job.
 
Edit ‘Archived’ Jobs
Allows a user to make changes to a job that has moved into ‘Archived’ status.
 
Export job related information
Allows a user to export job related information to third party manufacturing software packages.
 
Delete work orders you created
Even though a user doesn't have delete privilege on the job (and associated elements within the job), you can give them the authority to delete a work order -- provided they created it.
 
Un-reserve Inventory
On the Job and Work Order details sub-tab, there is a button to un-reserve unused inventory reservations.  You must explicitly grant this security privilege to users before they are allowed to remove unused inventory reservations. 
 
Edit Sell Price on Job Item / Work Order Tab
Allows a user to edit sell price at the job item and work order level via the Job Item / Work Order tab.
 
 
 
Purchasing General Security Options
 
Access Vendor Reconciliation Tab
Allows user access to the vendor invoice reconciliation tab in the Purchasing area.
 
Receiving Specific General Security Options
 
Enable 'Set Qty Received to Qty Outstanding button
Allows user access to the button that automatically sets ALL rows of a receiver to the PO Item order quantity.  If a user abuses this power button, we recommend you do not give them this privilege and instead, require them to fill in receive quantity on each row of the purchase order.
 
Job, PO Builder and Purchase Order Access Privileges
 
Radio Button
Privilege
Denied
Job/PO tabs are hidden.  Access denied.
 
Browse Only
View any Job/PO but can’t change them.
 
Add and update their own records
Create and edit only their own Job /PO.
 
Update any records
Edit any Job/PO in the database.
 
Delete
 
Delete their own Job/PO they’ve created.  Note: PO’s can only be deleted before they are actually received.
 
Purge
Delete any Job/PO in the database.
 
Time Card Tab Access Privileges (Time & Attendance Payroll Hours and Job Costs)
 
Radio Button
Privilege
Denied
Tab is hidden.  Access denied.
 
Browse own time
View their own time & attendance and job cost time cards.
 
Add and update own time
Create and edit their own time & attendance and job cost time cards.
 
Delete own time
Delete their own time cards.
 
Supervisor
 
 
 
 
 
Supervisor (approve own                     time)
 
 
 
 
Browse any employee time
Special security setting that allows a supervisor to edit and approve time of their subordinates.  When choosing this option, select employees that report to the supervisor being set up.
 
Same privileges as 'Supervisor', but allows user to also approve their own time.  If you want a user to be able to edit and approve their own time, choose this option and don't choose any subordinates.
 
 
View any employee’s time card.
Add and update any employee time
Create and edit any employee’s time & attendance and job cost time cards.
Delete any employee time
Delete any employee’s time & attendance or job cost daily time card entries.
Approve actuals
Approve any employee’s job cost time card entries.
Purge
Delete any employee’s time card.
 
Material Card Tab Access Privileges    (Inventory ‘Pick’ and ‘Return’ transactions)
 
Radio Button
Privilege
Denied
Tab is hidden.  Access denied.
Browse Only
View any material card but can’t change them.
Add and update
Create and edit any material card.
Delete
Delete their own material cards they’ve created.
Approve Actuals
Approve inventory ‘Pick’ and ‘Return’ transactions for any employee.
Purge
Delete any inventory material card in the database.
 
 
Shipping, Receiving, Inventory, and Billing Tab Access Privileges
 
Radio Button
Privilege
Denied
Tab is hidden.  Access denied.
Browse Only
View any of these records but can’t make changes.
Add and update
Create and edit these types of records.
Delete
Delete their own records of these types.
Purge
Delete any of these record types in the database.
 
 
Scheduling Access Privileges
 
The Scheduler is a separate application that is integrated with the rest of ProjectPAK and ShopPAK.  We control security for the scheduler via the ‘Scheduling’ access privileges.  See the Scheduler User’s Guide for more information on these security settings.
Radio Button
Privilege
Denied
Access denied.  Can not run the Scheduler.
Print production schedule Gantt charts
Print master production schedule Gantt Charts and reports.
Edit employee calendars
Create and edit employee calendars.
Define trial schedules
Create trial schedules and the next master production schedule.
 
Alerts Access Privileges
 
NOTE:   Alerts don’t have a specific tab in ShopPAK.  Functionality is located throughout ShopPAK’s other windows and dialog boxes. 
 
Radio Button
Privilege
Denied
Access denied.  Can’t create alerts.
Set up own alerts
Create and set up alerts and browse them via Alert Browser window.
Browse any employee’s alerts
Browse own as well as other users’ alerts.
Set up any employee alerts
Create and set up alerts for any users.
Delete any employee’s generated alerts
Delete any employee alerts.
 
 
Scoreboard Access Privileges
 
Scoreboard is a separate application that is integrated with the rest of ShopPAK.  We control security for Scoreboard via the ‘Scoreboard’ access privileges.  See the Scoreboard User’s Guide for more information on setting up Scoreboard security privileges.
 
 
SmartPART Access Privileges
 
SmartPART is a separate application that is integrated with the rest of ShopPAK.  We control security for SmartPART via the ‘SmartPART’ access privileges.  See Chapter 2 Security in the SmartPART User’s Guide for more information on setting up SmartPART security privileges.