Role Manager

Role Manager

What is the role manager?



The role manager is the first of the "business tools" in Spark. Roles are essential to process mapping because they help understand who has the responsibility of an activity in a process. The role manager is where the library of role is managed. The role manager also offers a large amount of information for each role, we call it the role description. 

Example of roles: CEO, Administrative Assistant, Technical Manager

The process library belongs to a workspace. Roles are not shared with other workspaces. 

Spark's System Manager is very similar to the role manager in the way it works. Everything written on this page about the role manager can be adapted to the system manager. 

How to create roles?

InfoFeature available to: Editor • Admin

Adding roles while mapping a process

The most natural way to create roles in Spark is while mapping a process and adding roles to a Activity Boxes. Roles are automatically added to the role library. Once they are created, they can easily be used in other processes of the same workspace. 

Adding role in advance, at the workspace level

Roles can also be pre-loaded at the workspace level. 
  1. Open the Role Manager 
  2. Click add roles



You can add one, or more, roles. To add several roles, you can separate them by a comma  ,  (as in the screenshot above) or line return. For example you can paste from an excel file.



The comment, FTE and Hourly rate fields can be populated and will be applied to all roles created. Then can be changed later. 

Renaming a role 

There are 2 main scenarios when renaming a role: 
  1. A simple rename: Correcting a typo or applying a new naming convention ("Role Manager" vs. "Role Mgr" to shorten the space it takes). Select the option "Update the role". The role will be renamed directly in the library and wherever the role is used, the new name will appear.
  2. A role change: We want to update all process maps, but maintain an historical integrity so that, when opening a previous version of a process, we see the "old name". Select the option "Keep the role". Only "editable" revision of a process will be updated, so all backup snapshots and previous publication of the process will not be affected. 

How to merge a role with another?

Sometimes it will be necessary to "merge" roles together to create a better consistency within the process maps. 

Example: While mapping processes, some people have created a role  Marketing Head and some others Head of Marketing. This is the same role ! And the correct name is indeed Head of Marketing.
  1. Select the role to be merged (e.g. Marketing Head)
  2. Open up the dropdown on the edit menu: Merge role
  3. Select the target role (e.g. Head of marketing) 
  4. Select an option

Merge role options 

  1. Replace role: Replace all assignments of the selected role with the target role; then, hide the role to prevent future usage. This will only affect the editable revision of the processes. (Historical revisions are not changed). All processes in the workspace will be affected.
  2. Do not replace: Leave all assignments as they are, but mark this role as merged and prevent future usage. The role will still be visible on existing processes and boxes where it is assigned.
Now, the role is merged. It will be hidden from the role manager (unless you select "show merged role") and not be searchable on a box.

How to convert a role to a system?



This is mostly used when migrating legacy processes (without system manager)
  1. Select "Edit Role" and "Convert to system"
  2. Choose one of the options
    1. Do not update processes: The role will be kept and marked as hidden. No processes will be changed.
    2. Update processes where this role is used: Change all process boxes with this role. This only modifies the active revision of a process, so that the historical integrity is maintained. All processes will be affected even if you have a current scope selection. 
In both case, the role is kept and marked as hidden.

Hide a role

When a role is "hidden" it will not appear in the list of roles anymore, unless the option in the filter icon is selected. 



Deleting a role 

A role can be hidden (see above) or permanently deleted. When it's permanently deleted it will be removed from all processes and their revision history and backups. The role will literally disappear from the system.

Editing Role Properties

Info
Role properties (comment, FTE, Hourly cost) are only visible to Editors

Role comment

Role comments allow to add any kind of notes and comments to a role.
Role comments are only visible to editors.

Role FTE

NotesAvailable in Product Plan: Analysis • Management (Plans with quantify module)

Role FTE will be used in the Quantify module.
Role FTE are only visible to editors.

Role Hourly Cost

NotesAvailable in Product Plan: Analysis • Management (Plans with quantify module)
Role cost will be used in the quantify module.
Role cost are only visible to editors.

Role Overview



Role description

When clicking on a role in the role list you can view details about this role.

Activities

List of activities and processes where the role is involved.

Interactions with other roles



Suppliers are the role(s) on Activity Boxes preceding an Activity Box where the role is involved.
In the example : Budget holder is a supplier of product manager
Customers are the role(s) on Activity Boxes succeeding a Activity Box where the role is involved.
In the example: COO is a custom of the Product Manager
Collaborators are the role(s) on the same Activity Boxes of the role
In the example: the Marketing Manager is a collaborator of the Product Manager 

Interactions with systems


Providers: same as suppliers for roles: systems of the proceding activities
SharePoint is a "provider" of the Product Manager
Receivers: same as customers for roles: systems of the succeeding activities
Xero is a receiver of the product Manager
Systems: same as collaborators 
Prod Pro is a system of the Product Manager





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