Understanding Business Units and Roles

Business Units are attributes associated with facilities within Sospes that can be organized hierarchically.

New Way to Organize Roles 

Business Unit Roles – Safety Pro, HR and Management

In previous updates, Sospes introduced Business Units to provide a greater level of configurability for user permissions, access rules and management reporting. Continuing that trend, Sospes now allows admins to associate user roles with business units in order to create a more configured and tailored experience. 

You will notice under the Admin>Users page that roles are managed differently now. In order to understand the new functionality, here is a summary review of how roles work. There are currently 12 roles in Sospes: 

  • Base Roles:
    • Employee
    • Supervisor
    • Management
    • Safety Professional
    • HR
    • Incident Editor
    • Admin
    • Asset Manager
  • Credentials/LMS Roles:
    • Credential Admin
  • Inspection/Forms Module Roles:
    • Inspector
    • Inspection Approver
  • SDS Module Roles:
    • SDS Admin

 

 

 

 

 

Each role determines what a user has the ability to do and see within the Sospes system. It is common for certain users to have a combination of roles in order to give them access to the proper areas of the system. For example, here is a table that outlines the commonly used roles and what they have access to:

  Management Safety Professional Supervisor HR Inspector
Supervisor Portal   Yes Yes* Yes  
Analytics Page Yes Yes      
Ability to submit forms.   Yes     Yes
Ability to see completed forms   Yes     Yes
Ability to create/edit form templates   Yes      

*Supervisor role has access to the Supervisor Portal but it only contains reports submitted by users below them in the organizational hierarchy, or reports that they have submitted themselves. Users with the Safety Professional role will see all reports submitted regardless of who submitted them. 

Important note: All users must have the Employee role. This cannot be removed or changed because this is what gives them the ability to log in, submit incidents, observations or close calls.

How Business Units work

Business Units are attributes associated with facilities within Sospes that can be organized hierarchically. They provide an additional level of relationships within your Sospes environment and can be used to organize data, users, assets and facilities in a way that best works for you. 

An example of how these work:

Let's say your organization has 8 sites across the globe in which employees operate. These 8 sites are typically referred to by region and business function. One region is in North America and one in Europe.

The North American group has a regional operations office in Tulsa, a Denver sales site and two development sites, one in Louisville and another called Wewatta

The European group is smaller and only has two sites, a customer success office in Madrid and a distribution center in Biscay.

Also the corporate parent group has two offices that operate independently of the other ones, one in Boulder and the other in Broomfield

Here's how you might set this up.

  1. Start by creating two business units, North America and Europe. These are your first split.
  2. Below the North America business unit, you want to differentiate further between the sales and development sites. To accomplish this, create those as branch/child business units underneath North America.
  3. Then let's say you want to create a subset of Europe for Spain and then beneath that you create another business unit beneath Spain called Customer Success.

This will give you a business unit admin page that will look the one in the image below. We've included a diagram to illustrate the relationships between them all on the right.

Now let's associate some facilities with these business units!  Navigate to your Facilities page and associate each Facility with a business unit. This is done by opening each individual Facility and selecting the desired Business Unit from the dropdown list. Based on our working example, your Facility table should look like the image directly below. Once again, we've included a diagram to illustrate the relationships that are set up.

Roles by business unit

Once you have your Business Units created and Facilities associated with them, you are then ready to configure user's roles to be associated with specific Business Units. Specifically, the Safety ProfessionalHR and Management roles can be associated with any business unit in your organization.

Associating a user role with a specific Business Unit will give a user access to the same features as they always have except now the data that the user may see will be restricted to just their associated Business Unit. Prior to this update if you gave a user the Safety Professional role, it would have given them access to the Analytics page, access to all reports ever submitted via the Supervisor Portal, forms and the ability to create/edit forms. Now if you give a user the Safety Professional role it will give them access to all the same functionality except the submitted data that they can see will be restricted to just what was submitted within their Business Unit hierarchy. 

Example 1:
Carrying on our example from above, let's say you want to give a user the Safety Professional role but want them to see only submitted reports from the Denver facility. To set that up, you will need to make them a Safety Professional for the Sales Business Unit. Since the Denver facility is the only facility associated with the Sales Business Unit, they would only see reports relating to Denver. See image below that illustrations that.

Example 2:
Now let's say you want a user to have access to data from all North American sites. To configure that, set them as a Safety Professional for the North American Business Unit. This will give them access to reports relating to the Tulsa Office, Denver, Louisville Site and Wewatta site because they all roll up into the North America Business Unit. See image below that illustrations that.

Example 3:
In the final example, let's say your CEO wants to see all reports for all facilities across the entire organization. To do this, simply give the CEO the Safety Professional role associated with the root business unit (aka the top/company name). This will give them access to every report no matter what facility it is associated with. See image below that illustrations that.

Assigning roles and associated Business Units can only be configured by users with the Admin role. If you have the Admin role, just navigate to the Admin menu on go.sospes.com and select Users. Then from the Users page, select the person's profile who you wish to adjust and use the Roles control box on the top right corner of their profile.