HR Roles now recorded in the Roles Database

I. HR-related roles recorded in Roles Database

The Roles Database is used to record several HR-related roles, including

Contacts for personnel actions and letter-related questions for the Human Resources department (HR)
Authorizations to report on HR-related data
Authorizations to perform HR-related transactions

HR contact data and other authorizations in the Roles Database will be maintained by the Business Liaison Team and HR, and are also maintainable by departmental HR Primary Authorizers.

II. Explanation of authorizations in the Roles Database

In the Roles Database, a person can have one or more Authorizations, where an Authorization describes a role or permission to perform some business function. Even if we are describing a role that does not strictly represent the authority to do something, such as a contact person, we still use the Roles Database technical term Authorization. Every Authorization has three parts: a person (who), a function (what) and a qualifier (where). A person is a Kerberos username. A function is what the person may do. A qualifier defines the area in which a person may perform that function, for instance, an organizational unit.

HR-related Authorizations can be granted at the DLC level (e.g., 10000429 Biology), a school or area level (e.g., 10000030 Science Area), or a higher level (e.g., 10000001 Provost Area, or 10000000 MIT-All). When an Authorization is granted at a higher level than a DLC, the Authorization applies to all DLCs within that area. For example, an Authorization whose qualifier is 1000030 Science Area applies to 10000429 Biology, 10000491 Chemistry, 10000533 Mathematics, etc..

Authorizations defined in the Roles Database are distributed to the systems that use the Authorizations for controlling access, such as SAP and MIT's Data Warehouse.

III. View HR roles on the web

Many employees at MIT are already authorized to view HR-related Authorizations via the Roles web interface. If you think you should be authorized to view this information but you are not, see the rules for who is allowed to view Authorizations described in the memo Roles Database Meta-authorizations.

Click one of the items below to view HR-related roles from the Roles Database.

View HR Primary Authorizers
View departmental contacts and people with other HR roles
- Same as above, but include new 8-digit Organization numbers

IV. Definition of Functions used in HR roles

Function name Definition

HR Primary Authorizer

HR PRIMARY AUTHORIZER The administrator in a department who has the authority to change HR contact information and other HR-related authorizations for their department in the Roles Database.

HR people to contact

ACTIONS-ACADEMIC Person in the DLC to contact if there is a question on a personnel action for an Academic employee.

ACTIONS-ADMINISTRATIVE Person in the DLC to contact if there is a question on a personnel action for an Administrative Staff employee.

ACTIONS-SERVICE Person in the DLC to contact if there is a question on a personnel action for a Service Staff employee.

ACTIONS-SRS Person in the DLC to contact if there is a question on a personnel action for a Sponsored Research Staff employee.

ACTIONS-SUPPORT Person in the DLC to contact if there is a question on a personnel action for a Support Staff employee.

DEPT HEAD/DIRECTOR Department Head or Director of the DLC.

HRO The Human Resources Officer for the DLC.

EXEMPT STAFF LETTER RECIPIENT Person in the DLC to contact with questions about letters for Exempt employees.

EXEMPT STAFF LETTER SIGNER Person in the DLC who signs HR-related letters related to Exempt employees.

HR Functions

ASR - DEPARTMENT LEVEL (Added to this document 6/7/2006.) This function, used to grant authorizations at the DLC level, allows the authorized person to update and approve Annual Salary Reviews in SAP. It allows slightly different privileges in SAP than the function ASR - SCHOOL/AREA LEVEL.

ASR - SCHOOL/AREA LEVEL (Added to this document 6/7/2006.) This function, used to grant authorizations at the school or area level, allows the authorized person to update and approve Annual Salary Reviews in SAP. It allows slightly different privileges in SAP than the function ASR - DEPARTMENT LEVEL.

DISPLAY FACULTY CHAIR DATA (Added to this document 6/7/2006.) This function allows the authorized person to display data about the faculty chair for an org unit in SAP.

MAINT EMPL EDUCATION DATA This function allows the authorized person to maintain education data for employees within an org. unit, i.e., the school, degree, and field of study for each level of education attained

MAINT EMPL EMERG CONTACT This function allows the authorized person to maintain emergency contact information for employees within an org. unit, i.e., the person to contact in case of emergency

MAINT EMPL ETHNIC & MILITARY This function allows the authorized person to maintain ethnic and military data for employees within an org. unit, i.e., select the categories that best describe ethnic background, military, and veteran status

MAINT EMPL TELEPHONE DIR This function allows the authorized person to maintain directory information for employees within an org. unit, including home and office address and telephone numbers

MAINT FACULTY CHAIR DATA (Added to this document 6/7/2006.) This function allows the authorized person to maintain faculty chair data for one or more DLCs in SAP.

REPORT ON ALL HR DATA This function is intended for members of the MIT community who have the need to report on all HR data for the entire Institute. Individuals that are granted this reporting access can report on confidential payroll salary data. Authorizations for this function are not intended to be granted at an org. unit level, only at the MIT_ALL level. These authorizations cannot be granted by HR Primary Authorizers, only by central adminstrators following approval by HR.

REPORT ON APPTS & POS - FULL This function allows the authorized person to report on all appointment and position data (including salary and budget data) for employees within the specified org. unit. Individuals who are granted this reporting access for employees on the confidential payroll see a salary of $0.01

REPORT ON APPTS & POS - LMTD This function allows the authorized person to report on a limited set of appointment and position data (excludes salary and budget data) for employees within the specified org. unit.

REPORT ON BENEFITS DATA (Added to this document 6/7/2006.) This function allows the authorized person to report on benefits data for one or more org units.

REPORT ON DEPT DIRECTORY This function allows the authorized person to report on the data found in the departmental directory, allowing the viewing of records for employees whose org. unit or adminstrative org. unit matches the org. unit specified as a qualifier in the authorization.

REPORT ON PERSON - FULL This function allows the authorized person to report on all employee data (including home address and emergency contact data) for employees within the specified org. unit.

REPORT ON PERSON - LMTD This function allows the authorized person to report on a limited set of appointment and position data (excludes salary and budget data) for employees within the specified org. unit.

REPORT ON PNSN BENEFITS DATA (Added to this document 6/7/2006.) This function allows the authorized person to report on Pension Benefits Data for one or more org units.

VACA ADMIN FOR EXEMPT STAFF (Added to this document 6/7/2006.) This function allows the authorized person to maintain vacation data for "exempt" employees under a given org unit on SAP.

Other Administrative Functions (now in the ADMN category, not HR)

TEL DIR CONTACT - PRIMARY Primary person in the DLC responsible for communicating and coordinating the annual update to MIT's printed telephone directory.

TEL DIR CONTACT- ALTERNATE An alternate person in the DLC responsible for communicating and coordinating the annual update to MIT's printed telephone directory.

Function name	Definition
HR Primary Authorizer
HR PRIMARY AUTHORIZER	The administrator in a department who has the authority to change HR contact information and other HR-related authorizations for their department in the Roles Database.
HR people to contact
ACTIONS-ACADEMIC	Person in the DLC to contact if there is a question on a personnel action for an Academic employee.
ACTIONS-ADMINISTRATIVE	Person in the DLC to contact if there is a question on a personnel action for an Administrative Staff employee.
ACTIONS-SERVICE	Person in the DLC to contact if there is a question on a personnel action for a Service Staff employee.
ACTIONS-SRS	Person in the DLC to contact if there is a question on a personnel action for a Sponsored Research Staff employee.
ACTIONS-SUPPORT	Person in the DLC to contact if there is a question on a personnel action for a Support Staff employee.
DEPT HEAD/DIRECTOR	Department Head or Director of the DLC.
HRO	The Human Resources Officer for the DLC.
EXEMPT STAFF LETTER RECIPIENT	Person in the DLC to contact with questions about letters for Exempt employees.
EXEMPT STAFF LETTER SIGNER	Person in the DLC who signs HR-related letters related to Exempt employees.
HR Functions
ASR - DEPARTMENT LEVEL	(Added to this document 6/7/2006.) This function, used to grant authorizations at the DLC level, allows the authorized person to update and approve Annual Salary Reviews in SAP. It allows slightly different privileges in SAP than the function ASR - SCHOOL/AREA LEVEL.
ASR - SCHOOL/AREA LEVEL	(Added to this document 6/7/2006.) This function, used to grant authorizations at the school or area level, allows the authorized person to update and approve Annual Salary Reviews in SAP. It allows slightly different privileges in SAP than the function ASR - DEPARTMENT LEVEL.
DISPLAY FACULTY CHAIR DATA	(Added to this document 6/7/2006.) This function allows the authorized person to display data about the faculty chair for an org unit in SAP.
MAINT EMPL EDUCATION DATA	This function allows the authorized person to maintain education data for employees within an org. unit, i.e., the school, degree, and field of study for each level of education attained
MAINT EMPL EMERG CONTACT	This function allows the authorized person to maintain emergency contact information for employees within an org. unit, i.e., the person to contact in case of emergency
MAINT EMPL ETHNIC & MILITARY	This function allows the authorized person to maintain ethnic and military data for employees within an org. unit, i.e., select the categories that best describe ethnic background, military, and veteran status
MAINT EMPL TELEPHONE DIR	This function allows the authorized person to maintain directory information for employees within an org. unit, including home and office address and telephone numbers
MAINT FACULTY CHAIR DATA	(Added to this document 6/7/2006.) This function allows the authorized person to maintain faculty chair data for one or more DLCs in SAP.
REPORT ON ALL HR DATA	This function is intended for members of the MIT community who have the need to report on all HR data for the entire Institute. Individuals that are granted this reporting access can report on confidential payroll salary data. Authorizations for this function are not intended to be granted at an org. unit level, only at the MIT_ALL level. These authorizations cannot be granted by HR Primary Authorizers, only by central adminstrators following approval by HR.
REPORT ON APPTS & POS - FULL	This function allows the authorized person to report on all appointment and position data (including salary and budget data) for employees within the specified org. unit. Individuals who are granted this reporting access for employees on the confidential payroll see a salary of $0.01
REPORT ON APPTS & POS - LMTD	This function allows the authorized person to report on a limited set of appointment and position data (excludes salary and budget data) for employees within the specified org. unit.
REPORT ON BENEFITS DATA	(Added to this document 6/7/2006.) This function allows the authorized person to report on benefits data for one or more org units.
REPORT ON DEPT DIRECTORY	This function allows the authorized person to report on the data found in the departmental directory, allowing the viewing of records for employees whose org. unit or adminstrative org. unit matches the org. unit specified as a qualifier in the authorization.
REPORT ON PERSON - FULL	This function allows the authorized person to report on all employee data (including home address and emergency contact data) for employees within the specified org. unit.
REPORT ON PERSON - LMTD	This function allows the authorized person to report on a limited set of appointment and position data (excludes salary and budget data) for employees within the specified org. unit.
REPORT ON PNSN BENEFITS DATA	(Added to this document 6/7/2006.) This function allows the authorized person to report on Pension Benefits Data for one or more org units.
VACA ADMIN FOR EXEMPT STAFF	(Added to this document 6/7/2006.) This function allows the authorized person to maintain vacation data for "exempt" employees under a given org unit on SAP.
Other Administrative Functions (now in the ADMN category, not HR)
TEL DIR CONTACT - PRIMARY	Primary person in the DLC responsible for communicating and coordinating the annual update to MIT's printed telephone directory.
TEL DIR CONTACT- ALTERNATE	An alternate person in the DLC responsible for communicating and coordinating the annual update to MIT's printed telephone directory.

Last modified by repa on 3/02/2004