Configure a New User Account
Summary: From the User’s Profile page:
From the User’s Profile page:
Choose Personal rates (optional): If this user will bill at an hourly rate, select the Personal Rates tab, then:
Press +Add to enter a default Discipline, Role and Rate, the press save.
Repeat for each project role the user can fulfill in your organization.
Tip: Read the section on Personal Rates (UNDONE) so that you understand the hierarchy of Rates and where Personal Rates are used. For now, a personal rate functions as a reminder of the target rate you want to charge for an individual’s time.
Tip: Only people who bill customers for their time require personal rates.
Choose Compensation (Required):
Employment Type: Select full, part time, or contract.
Contract Type: Select whether the individual is paid hourly or by salary.
Payroll Project: Select the project that users charge non-billable time to.
Tip: Every organization has at least one payroll project that user’s bill for their payroll, holidays and other non-work time. Complex international organizations might have many, but most small and mid sized organizations will have just one.If you are unsure which to select, ask someone in accounting or human resources which one to use.
Base Hours: Enter the number of hours this individual is expected to work per week on average.
Tip: Runcible uses Base Hours to determine how utilized, busy, or heavily scheduled a person is.In most of the world, for full time employees, this value varies between 37 and 40 hours, although for many consulting firms it is 50 or more hours: 40 billable and 10 non-billable.For part time and contract workers it varies by individual and is usually determined in their employment agreement.
Target Utilization: Enter the average weekly utilization that this user should try to achieve.
Tip: Utilization refers to the number of hours worked and billed.So if your enter 40 base hours, and bill 20 hours,your utilization would be 50% ( one half of 40).
Estimated Weekly Burdened Cost: Enter the estimated weekly burdened cost of this user. Accounting or Human Resources should provide you with this value. Runcible uses Estimated costs to determine changeability.
Tip: This value is calculated by dividing the annual cost of the employee including all payroll and taxes, but not miscellaneous overhead (costs not directly related to the employee) by the number of weeks in the calendar year (fifty-two); then multiplied by an estimated burden.In the USA this number is generally about 1.3. ((salary+taxes)/52) * 1.3.Or a 30% burden.In European countries it is much higher.
Target Changeability: Changeability refers to the ratio between your costs each week, and the revenue that you generate. So if you cost 100USD per week and you bill 200USD per week, your changeability would be 200/100 or “2.00”.
Tip: most organizations target somewhere between 1.75 and 3.0 depending upon the role the person fills in the organization.
Target Charge-ability Variation %: Runcible uses this value to display a ‘gauge’ to the user that shows how well he or she is meeting his or her target charge-ability.
Tip” Some jobs can allow for little variation in billed hours and some a lot.Most jobs can tolerate 10-20% variation in Charge-ability from week to week.
Working Day Start: The start of your work day in your local time zone. (Or your home base time zone for those of us who travel a lot.) Runcible uses this value to show people when you are available to work. This is most important in multi-national organizations working on projects with people who’s work days do not always overlap.
Working Day End: The end of your work day in your local time zone.
Minimum Billable Time: Select the smallest Work Log that this user can save. This value determines two things: the initial time recorded in any work log against any task; and the rate at which the ‘clock’ increases. So if you set Minimum Billable Time to 15 minutes, then start a timer on a task, the work log will start at 15 minutes, and increment again by 15 minutes, after the first 15 minutes has passed.
Tip: “Switching costs are high.”Just as sales people have to account for travel time between appointments, most other roles pay a high switching cost whenever they must change from thinking about one thing, to thinking about something else.The purpose of Minimum billable time is to ensure that users account for not just the work, but the time it took to be able to start and finish doing the work.We suggest that for help desk requests use 1 to 5 minutes minimum.For editorial work 5-15 minutes.For technical work 15-30 minutes.And for “i have to think about this for a while’ one hour.In general we humans very dramatically in our switching costs.Some of us can multi-task on a few dozen topics a day.Some of us can think deeply about only one or two things a day.Some of us can readily switch between topics and some of us can only do so a few times a day without becoming exhausted.
Choose Permissions (Required)
Select the Permissions tab;
Press Edit
Select which permissions to grant to the user. Runcible permissions are assigned to roles, and users are assigned roles on this tab. A user can have any number of roles. (See the Permissions section UNDONE). Just a few permissions are necessary to use Runcible. In most cases you will only give people Profile (UNDONE), Employee, or Contractor permissions. Although your administrators can customize Runcible permissions easily.
Profile: users can only see their personal profiles, and nothing else. By default, all users have only Profile permissions.
Contractor: users cannot see financial information, and can only see projects they are assigned to, and people that they are working with on those projects.
Employee: users can use the non-administrative functions of the application, and see all other users.
Operations: users can work with and configure workflows, rates, roles and skills, as well as access any project in the system.
Accounting: users can access the accounting functions and configure calendars and various terms.
Configuration (System Administration). Users can configure the organizational structure, permissions, currencies, the home page screen, translations and many other settings that should only be performed by people who understand the business implications.
Press Save.
Choose Language and Time Zone (Only if necessary)
Select the Language and Time Zones tab.
Press Edit.
Choose the language and time zone appropriate for the user.
Tip: Runcible can support any language but we currently only include a few. If you feel a language is necessary for your organization please ask us to add it.But it will take a substantial amount of ‘editing’ to have it make sense, since Runcible uses Google Translate to convert strings of characters.(All Runcible’s display text as well as much of Runcible’s table data is translated and displayed in your language of choice. )
If helpful then select a date time format.
Tip: The USA uses month/day/year, while much of the rest of the world uses day/month/year.
Press Save
Approve the User
At the top of the User Profile Page, press the Approve button.
Tip: If the approve button is not visible, then click the (?). Runcible will display a list of required settings before you can press the Approve button.
Runcible will send an email to the user saying that he or she is approved, and can log in.
That’s it.