Establishing Static and Dynamic Groups

This chapter provides overviews of groups and group security and discusses how to:

Set group creation security.
Create and update static groups.
Create and update dynamic groups.

Understanding Static and Dynamic Groups

Several online and batch processing functions in Time and Labor use groups of time reporters that meet selection criteria that you define. Groups can be static or dynamic:

Static group

Comprises users who meet the selection criteria defined on the Selection Criteria page. Membership does not change unless you add or remove members or change the selection criteria.

Dynamic group

The system updates membership automatically when you run a batch process or use the system’s refresh feature. The process uses the date that the program runs to determine which time reporters satisfy the group selection criteria.

Dynamic groups will be resolved at run time for batch processes, but will not permanently update the group detail tables. Refreshing dynamic groups within the group or using Refresh Dynamic Group batch process will update the group detail tables.

Time Administration will call and refresh the group population for processing, but does not refresh the group details for other processes.

Time reporters can belong to several groups simultaneously, depending on your reporting needs. For example, a time reporter may belong to a group of people on the fourth floor and to a group of managers.

Use the refresh feature to update group membership so that many online processes can use these groups.

Understanding GroupSecurity

Time and Labor provides two security features that protect sensitive time reporter data:

Group Creation Security.

Prevents users who are associated with particular row-security permission lists from creating groups based on records and fields that contain personal time reporter data.
Group Security.

Defines which row-security permission lists have access to the time reporters in each group. If you choose to use group security rather than departmental security for a particular permission list, everyone who uses Time and Labor must belong to a group.

Task Group Borrowing

When you create a static or dynamic group, you can choose a task group for group members. The system uses the selected task group when time is reported for group members on the Mass Time Reporting page. The task group assigned to the group takes precedence over a task group assigned directly to a time reporter on the Maintain Time Reporter Data page.

Time and Labor Functions That Use Groups

These online functions use groups:

Mass time reporting.
Group schedule assignment.
Approve payable time (this uses the Manager Search filter feature which includes Group ID).
Manage exceptions (this uses the Manager Search filter feature which includes Group ID).
View TR Status page (uses Group ID).
Manager Search filter used on Manager Self-Service pages.

These batch processes use groups:

Time administration.
Batch approval.

When generating a TimeCard report or Scheduled Hours report, you can select the groups to include.

Note. A basic knowledge of SQL is helpful when defining groups.

See Also

Establishing Time and Labor Security

Setting Up Time Reporters

Setting Group Creation Security

To set up group creation security, use the Group Creation Security (TL_GROUP_FIELD_SEC) component.

This section provides an overview of group creation security and discusses how to set group creation security.

Understanding Group Creation Security

You can prevent users associated with particular row-security permission lists from creating dynamic and static groups that are based on sensitive data. Use the Group Creation Security page to identify the records and fields that are available to users associated with a given row-security permission list when creating and viewing groups. You can designate:

Which of up to six records users can access to define the selection criteria for group membership.
The fields within the six accessible records.

Accessible Records

You can grant access to fields within these six records:

JOB
EMPLOYMENT
PERSONAL_DT_FST
SCH_ASSIGN
TL_EMPL_DATA (available only when the Time and Labor option is selected on the Installation Table - Products page)
GP_PYGRP (available only when Global Payroll Core is selected on the Installation Table - Products page)

Page Used to Set Group Creation Security

Page Name	Object Name	Navigation	Usage
Group Creation Security	TL_GRP_FLD_SEC	Set Up HRMS, Security, Time and Labor Security, Group Creation Security	Prevent row-security classes from creating groups that are based on sensitive data.

Setting Group Creation Security

Access the Group Creation Security page.

Refresh Record Security

Click to retrieve all records and fields that you have authority to access. The system clears previously defined access instructions for the row-security permission list identified on this page.

This refresh feature is appropriate when:

You’ve added fields to the selected six records and want to grant access to the new fields.

You install Global Payroll after using this page to define security.

When you click the button, the system retrieves the GP_PYGRP record.

Warning! If you refresh record security after granting access to certain records and fields, the system clears all access definitions.

Allow Full Access

Click to enable users associated with the row-security permission list to access all six records when creating and viewing groups. The system automatically selects all fields for all records that users have authority to access, according to the assigned row-security permission list.

Remove All Access

Click to prevent all users associated with the row-security permission list from using any of the six records and related fields as selection criteria when creating groups. Users are also prevented from viewing groups with membership based on these records. The system clears all check boxes for all six records.

Record

Allow Record Access	Click to allow access to all fields in the record that is currently displayed. The system automatically selects the Accessible check box to the right of each field name.
Remove Record Access	Click to disallow access to all fields in the record that is currently displayed. The system automatically clears the Accessible check box to the right of each field name.

Record Field Accessibility

Accessible

Indicates whether users have the ability to include the field within the selection criteria that they specify when creating groups.

Creating and Updating Static Groups

To create or update static groups, use the Static Group (TL_STATIC_GRP) component.

This section discusses how to:

Specify criteria for selecting group members.
View and update static group members.
Set up static group security.

Pages Used to Create and Update Static Groups

Page Name	Object Name	Navigation	Usage
Static Group - Selection Criteria	TL_GROUP_S1	Set Up HRMS, Security, Time and Labor Security, Static Group	Specify the criteria for selecting group members.
Static Group - Current Group Members	TL_GROUP_S2	Set Up HRMS, Security, Time and Labor Security, Static Group, Current Group Members tab Time and Labor, View Time, Time Reporters in Groups	View, update, and add comments to a list of the members of a static group.
Static Group - Security by Group	TL_GRP_SECURITY	Set Up HRMS, Security, Time and Labor Security, Static Group, Security by Group tab	Specify which row-security permission lists can view and edit time reporting data for this group of time reporters.

Specifying Criteria for Static Group Members

Access the Static Group - Selection Criteria page.

Taskgroup for Time Reporting

Select a task group for the system to apply when a user enters time for the members of this group through the Mass Time Reporting page. Use this feature when a group of time reporters is working on a temporary project or assignment.

The task group in this field takes precedence over the task group assigned to time reporters on the Maintain Time Reporter Data page.

Group Parameters

Complete the Group Parameters group box fields for a new group that you want to include:

Members from an existing static group.
Members from an existing static group plus members of another static group.
Members from an existing static group minus members of another static group.

Group 1

Select the name of the group to include its membership in the new group.

In the field to the right, indicate whether to include or exclude members of a second group:

Select Minus to exclude all members of the group in the Group 2 field.

Select Plus to include all members of the group in the Group 2 field.

Group 2

If you selected Minus or Plus in the field to the left, select the name of the group for which to include or exclude membership.

Add to Group

Click to add members to the group, based on the criteria you’ve selected.

Note. You must select the Add to Group button to add time reporters to the group.

Select Parameters

Use the fields in this group box to define the selection criteria for adding members to the group. For example, you may want to add only those people who work in a particular location or job. The system uses the criteria to generate the WHERE clause of a SQL select statement, which can contain up to 254 characters.

Complete the Group 1 or Group 2 field for the system to include all time reporters who fit the group parameters and all time reporters who meet the criteria defined in these fields:

*(	Select a bracket type. The system processes the statement in brackets before it processes the rest of the SQL WHERE clause. Select up to five open brackets: (((((.
Record	Select a record name. Only records with access given on the Group Creating Security page are available. You can choose any field from this record.
Field Name	Select a field name. Only fields with access given on the Group Creation Security page are available. You can now define this field with any valid value as part of your selection criteria.
SetID	If you select Job in the Record field and one of the following fields listed in the Field Name field, select the setID with which the field is associated. In all other cases, the SetID field is unavailable. SAL_ADMIN_PLAN GRADE STEP SALARY_MATRIX_CD DEPTID JOBCODE LOCATION
Operator	To perform a mathematical operation, select the appropriate symbol. Valid entries are: <, <=, <>, =, >, >=, and LIKE. If you select LIKE, you can enter a partial value in the Value field. For example, S.
Value	Select a value for the field name. If you selected LIKE as the operator, do not enter quotation marks or the percent sign in the Value field. This field is case-sensitive. Enter the value exactly as it is defined in the database. If entering a date, be sure to enter the proper date format for your environment.
*)	Select the closing bracket type.
(unlabeled)	If you want to add another parameter to your selection criteria (the WHERE clause), select AND or OR.
Add to Group	Click Add to Group to add the time reporters that fit the criteria created to this static group. This button also updates the meta-SQL in the SQL Object field.

View SQL

Click to view the SQL code generated by the WHERE clause.

Prompts with Dependencies

In some cases, the Value field does not provide a list of valid values from which to choose. This is because the selected field name, by itself, does not give the system enough information to retrieve the appropriate set of values. That is, the values for the selected field are dependent on the values for one or more other fields. Although you can type a value for any field in the Value field, the system may not return the expected results if the value is not unique. This table lists the fields whose values are dependent on other fields.

Record	Field Name	Table	Dependencies
EMPLOYMENT	TIME_RPT_LOC	TIMERPT_LOC_TBL	COMPANY
JOB	ACTION_REASON	ACTN_REASON_TBL	ACTION
JOB	CONTRACT_NUM	CNT_ACTIVE_VW	EMPL_ID
JOB	HOLIDAY_SCHEDULE	HOLIDAY_VW	REG_REGION
JOB	PAYGROUP	PAYGROUP_TBL	COMPANY
JOB	EMPL_TYPE	PAYGRP_EMPLTYPE	COMPANY, EMPL_TYPE, PAYGROUP
JOB	GRADE	SAL_GRADE_TBL	SAL_ADMIN_PLAN, SETID
JOB	STEP	SAL_STEP_TBL	GRADE, SAL_ADMIN_PLAN, SETID
JOB	REG_REGION	REG_STANDARD_VW	OPRCLASS
PERSONAL_DT_FST	BIRTHSTATE	BIRTHSTATE_VW	BIRTHCOUNTRY
TL_EMPL_DATA	TASK_PROFILE_ID	TL_TASKGRP_PRFL	TASKGROUP

See Also

Defining Task Reporting Requirements

Viewing and Updating Static Group Members

Access the Static Group - Current Group Members page.

Sort By

Select EmplID (employee ID) to sort members by employee ID or select Name to sort members alphabetically by last name.

Delete Row

To remove a member from the group, select the Delete Row check box to the right of the member’s name.

Remove All

Click to remove all time reporters from the group.

Remove

To remove selected time reporters from the group, select the Delete Row check box to the right of the time reporter’s name and click this button.

Setting Up Static Group Security

Access the Static Group - Security by Group page.

Note. You use the same Security by Group page to define security access to a static group and a dynamic group.

Row Security Permission List	Select the row-security permission list to associate with this group. In doing so, you grant users who are associated with the row-security permission list the authorization to edit and view data for the time reporters in the group.
Class Descr (class description)	The description of the row-security permission list that you selected appears.

Creating and Updating Dynamic Groups

To create or update dynamic groups, use the Dynamic Group (TL_DYNAM_GRP) and the Refresh Dynamic Group(s) (TL_RUN_GRP_REFRESH) components. Use the TL_DYNAM_GRP component interface to load data into the tables for this component.

This section discusses how to:

Specify criteria for dynamic group members.
Preview dynamic group members.
Set up dynamic group security.
View dynamic group members
Update dynamic group membership.

Pages Used to Create and Update Dynamic Groups

Page Name	Object Name	Navigation	Usage
Dynamic Group - Selection Criteria	TL_GROUP_D1	Set Up HRMS, Security, Time and Labor Security, Dynamic Group	Define the criteria to select members of the group.
Dynamic Group - Potential Group Members	TL_GROUP_D2	Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Potential Group Members tab	Preview the list of time reporters who currently meet the selection criteria for a dynamic group. Also, ensure that you’ve defined the correct selection criteria.
Dynamic Group - Security by Group	TL_GRP_SECURITY	Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Security by Group tab	Specify which row-security permission lists can view and edit time reporting data for this group of time reporters.
Dynamic Group - Current Group Members	TL_GROUP_LIST	Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Current Group Members tab Time and Labor, View Time, Time Reporters in Group	View the current members of a dynamic group. Refresh group membership.
Refresh Dynamic Groups	TL_RUN_GRP_REFRESH	Set Up HRMS, Security, Time and Labor Security, Refresh Dynamic Group	Refresh membership in multiple dynamic groups at once.

Specifying Criteria for Dynamic Group Members

Access the Dynamic Group - Selection Criteria page.

Taskgroup for Time Reporting

Select a task group for the system to apply when a user enters time for the members of this group on the Mass Time Reporting page. Use this feature when a group of time reporters is working on a temporary project or assignment.

The task group in this field takes precedence over the task group assigned to time reporters on the Maintain Time Reporter Data page.

Select Parameters

Use the fields in the Select Parameters grid to define the selection criteria for adding members to the group. For example, add only those people who work in a particular location or job. The system uses the criteria to generate the WHERE clause of the SQL select statement. A WHERE clause can contain up to 254 characters.

*(	Select a bracket type. The system processes the statement in brackets before it processes the rest of the SQL WHERE clause. Select up to five open brackets (((((.
Record	Select a record name. Only records with access given in the Group Creation Security page are available. This is the record from which to choose any field.
Field Name	Select a field name. Only fields with access given in the Group Creation Security pages are available. This field can now be defined with any valid value as part of your selection criteria.
SetID	If you select Job in the Record field, and one of the following fields listed in the Field Name field, select the setID with which the field is associated. In all other cases, the SetID field is unavailable. SAL_ADMIN_PLAN GRADE STEP SALARY_MATRIX_CD DEPTID JOBCODE LOCATION
Operator	If you want to perform a mathematical operation, select the appropriate symbol. Valid entries are: <, <=, <>, =, >, >=, and LIKE. If you select LIKE, you can enter a partial value in the Value field. For example, S.
Value	Select a value for the field name. If you selected LIKE as the operator, do not enter quotation marks or the percent sign in the Value field. This field is case-sensitive. Enter the value exactly as defined when added to the database. If entering a date, be sure to enter the proper date format for your environment.
*)	Select the closing bracket type.
(unlabeled)	If you want to add another parameter to your selection criteria (the WHERE clause), select AND or OR.
Create SQL	Click the Create SQL button to update the SQL code that selects group members.
View SQL	Click the View SQL link to access the View SQL page, where you can see the SQL code generated by the WHERE clause.

See Also

Defining Task Reporting Requirements

Previewing Dynamic Group Members

Access the Dynamic Group - Potential Group Members page.

Sort By

Select EmplID (employee ID) to sort time reporters by employee ID or select Name to sort alphabetically by last name.

View Current Group

Click to view a list of all time reporters who currently meet the selection criteria.

When you’re ready to create and save the group, use the Current Group Members page or the Selection Criteria page.

Setting Up Dynamic Group Security

The Static Group - Security by Group page for dynamic groups is the same as the page for static groups.

See Also

Setting Up Static Group Security

Viewing Dynamic Group Members

Access the Dynamic Group - Current Group Members page.

The refresh feature enables you to update membership in a dynamic group. When you start the process, the system removes time reporters who don't fit the group selection criteria and adds time reporters who do. Use the Refresh Dynamic Group feature before accessing any online page on which you access time reporters. This ensures an up-to-date group member list when the page is displayed. It’s not necessary to refresh dynamic groups before batch processing. Time and Labor automatically refreshes group membership before processing time.

As Of Date	If you entered an as of date on the Refresh Dynamic Groups page when you last refreshed this group, that date appears here.
Sort By	Select EmplID (employee ID) to sort group members by employee ID or select Name to sort members alphabetically by last name.
Refresh Dynamic Group Now	Click to refresh immediately. The system refreshes and displays the dynamic group membership.

Updating Dynamic Group Membership

Access the Refresh Dynamic Groups page.

The refresh process uses today’s date or a specified as of date to determine which time reporters meet the group selection criteria.

Use Current Date

Select for the system to retrieve all time reporters who meet the selection criteria today.

As of Date

The As of Date field appears only if you clear the Use Current Date check box. Enter the date for which you want the group refreshed.

Enter a previous date to refresh the population of a group or groups for a previous date.

Sort By	Select EmplID (employee ID) to sort members by employee ID or select Name to sort members alphabetically by last name.
Delete Row	To remove a member from the group, select the Delete Row check box to the right of the member’s name.
Remove All	Click to remove all time reporters from the group.
Remove	To remove selected time reporters from the group, select the Delete Row check box to the right of the time reporter’s name and click this button.

Sort By	Select EmplID (employee ID) to sort time reporters by employee ID or select Name to sort alphabetically by last name.
View Current Group	Click to view a list of all time reporters who currently meet the selection criteria.