What’s New and How to Prepare for

Simphony People Management

Simphony People Management is a new cloud-based workflow to manage people and their
roles across all modules of the Simphony platform.

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Purpose statement
This document provides an overview of features and enhancements included in Reporting and Analytics 20.1.15 and
Simphony 19.6 . It is intended solely to help you assess the business benefits of upgrading to Reporting and Analytics
20.1.15 and Simphony 19.6 and planning for the implementation and upgrade of the product features described.

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Table of contents

Introduction 4
Benefits 4
What’s New? 5
I want to know more details… 7
Background 7
Upgrade and migration of existing employees and users 7
Additional and Free Training Videos 8
How to prepare for the upgrade 9
What to do after the upgrade 11
Frequently Asked Questions (FAQ) 12
I always managed employees in EMC. How do I get to the new People
Management? 12
Which privileges are needed to use People Management? 12
Why am I seeing a “You are not authorized” message? 12
Do I have to use Labor Management now? 12
I hired my employees in EMC – where do I do this now? 12
I hired my employees in Labor Management – where do I do this now? 13
The Labor Management > Human Resources portlet is missing the
“Employee” option! 14
What are the new System Roles used for? 14
The “Human Resources” portlet is missing many privilege settings. Where
are they? 14
Can I still use EMC to manage employees after the upgrade? 15
Do I still need EMC? 15
Why am I seeing too many / too few people in People Management? 15
When signing into R&A I am now asked to enter my email address? 15
When signing into R&A I am asked to change my username? 16
Where do I assign a POS Employee Role to a person? 16
Where do I define a POS Employee Role? 16
Where do I add a property or operator record now? 16
I see duplicate people after the upgrade. What do I need to do? 16
Can I still use the API to create and manage employees? 16
I just created a new person, but can’t use it at the workstation? 16
What do I need to configure to start using People Management? 17
Can I choose to not use People Management? 17

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Introduction
We are combining

 R&A user management,

 Simphony EMC (Enterprise Maintenance Console) Employee Maintenance, and

 Labor Management’s Human Resources

into a single user interface in the web.

From that single place you can complete all people management activities – such as hiring or terminating employees;
managing R&A, or Payments users; assigning operator records or EMC visibility; auditing the access of all people to
the Platform, etc.

Training courses are available from Oracle University:

https://mylearn.oracle.com/ou/course/introduction-to-people-management/136016

Benefits
The new solution:

• Reduces overall complexity of people management tasks

• Reduces time to set up new People, and to grant people access to new cloud applications or locations by
combing disparate modules into one place and workflow
• Eliminates duplicate activities between EMC and R&A through a single view of a person
• Frees IT Teams from maintaining Simphony EMC on manager’s computers (together with the new Frontline
Manager module) by moving user interfaces into the web
• Simplifies auditing people’s access to the platform by providing an option to export all people details
• Provides simplified and streamlined access to privacy tools to de-identify people, download personal data
reports, and review privacy logs
• Opens the door for future people facing functionality delivered from the cloud

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Figure 1: People Management landing page allows searching, de-identification, and deactivation of people, as well as generating people audit details.
New people are added from here, or existing ones edited.

Figure 2: Example screenshot of People Management showing POS employee role assignments for a person.

What’s New?
People Management introduces a new and single user interface in the cloud to complete the various tasks around
hiring and managing people by managers or corporate employees.

The updated landing page allows to see and filter all users and employees the logged in person is managing and has
access to. Existing people can be edited, as well as new people added to the system. The roles and permissions they
can be granted, depend on the roles and permissions the hiring manager has themselves. As a general rule, you can’t
grant more access than you have yourself.

If an enterprise has been using the Oracle MICROS Labor Management product, its HR employee user interface is now
fully integrated into the new workflow. And since we also integrated the Simphony Enterprise Management Console
(EMC) workflow for Employee Maintenance, all aspects and permissions of a person can now be set using a single
user interface. It is no longer required to complete hiring a new person in different places or applications.
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Privileged users can download people audit details, which are a complete list of people in the system with their
assigned roles and permissions to be used for internal or external security audits.

Privacy related activities, such as de-identifying people, or viewing a person’s personal data report are integrated into
the new user interface as well and can be performed with the appropriate permissions.

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I want to know more details…

Background
Over the years, the Simphony platform has grown and new modules were added. Some of them came with their own
user management capabilities.

By adding more cloud features into the platform, the need arose to be able to grant people access to these new
features – without introducing another user management process for them.

The new People Management module combines the different user and employee management functions into a single
workflow. It also combines the existing user and employee records into a single view of a person within the Simphony
platform.

That single view and single workflow not only simplifies the management of people, it also allows to audit people’s
access to the platform in a single place.

Each module defines their own privileges in the form of roles (such as Report roles, Payment roles, or POS Employee
roles), which are then assigned to a person record. That grants the person access to the respective module, with the
permissions defined within the role.

With these sweeping changes, the labeling has been changed to “People” and “Person” to reflect the expanded scope.

Upgrade and migration of existing employees and users

To introduce the single place to manage people, we need to bring the separate user and employee records together.

For enterprises using labor management, that is already the case. Employees and R&A users are already maintained
in the cloud and stored in a single place.

For enterprises who maintain employees through EMC, those employees and EMC users are imported and - where
possible - matched with the existing R&A user records based on username and email address.

Imported employees are assigned a reports role called “Only POS access”, which does not grant them access to any
cloud services. Their property record is used to determine their enterprise level, if they are assigned to multiple
locations, or to a zone or the enterprise, they will be assigned to the highest R&A enterprise level 1.

1
The highest R&A enterprise level is defined as the level without a parent level, and the highest total number of locations assigned underneath it. The R&A
organizational structure is defined within Configuration > Portal Admin > Organizational Structure > Relationships

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Additional and Free Training Videos
Additional and free training videos are available from Oracle University.

The training covers the following areas:

• Introduction and Benefits – Why are we introducing People Management?

• Prepare for the Upgrade – How to prepare for this new module.
• Basic Functionality – Understanding how to access, search for people, and which permissions are required.
• Adding and Editing People – Using People Management.
• Roles and Levels – Understanding the basics for roles, levels, and their connection to Simphony roles and
visibility.
• FAQ – Commonly asked questions about People Management.

The training courses are available from here:

https://mylearn.oracle.com/ou/course/introduction-to-people-management/136016

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How to prepare for the upgrade
• Task 1:
o Make sure all people who are adding, editing, or terminating employees using EMC, are able to login
to R&A, or at least know the URL so that they can login after the upgrade. Prepare all your users for
the new workflow.
▪ EMC users without a R&A login, will be able to sign in to R&A with their EMC username and
current password and access the new People Management only if they have access to
Employee Maintenance now.
▪ In case the user doesn’t have an email address configured yet, the sign in workflow will ask
them to enter one before continuing.

• Task 2:
o Make sure EMC users and R&A users who are the same person, have the same user name and email
address configured in both applications. That will make sure, their accounts can be matched.
▪ Example: Bob Smith has access to R&A and EMC
• In R&A he uses BSMITH (bsmith@company.com) to sign in, in EMC he uses
BOB.SMITH (bsmith@company.com).
• While migrating the EMC account, we can’t be sure that BSMITH and BOB.SMITH
are the same person. BSMITH could also be the user of Barbara Smith. Therefore we
will create a new person record, causing unnecessary duplicates.
▪ To-Do: Update the username and email address for the same person to be the same across
R&A and EMC
▪ Tip: The Simphony EMC Employee Maintenance module lets you filter the list of employees
by those who have a username. This list of employees are the ones you need to compare to
R&A users.

• Task 3:
o Review your Reporting and Analytics Organizational Hierarchy
▪ The relationships between levels and locations should be setup in such a way, that you only
have a single level that represents the “Enterprise” or “Corporate” and all other levels and
locations are linked underneath it.
• During the import of employees from EMC, people with an employee role defined at
the enterprise, a zone, or multiple locations are going to be imported as a new
person assigned to the highest level in the organizational structure, and a “Only
POS access” role – unless they can be matched to an existing R&A user (see above)
▪ To-Do: Navigate to Sidemenu > Configuration > Portal Admin > Organizational Structure
and make sure all locations and levels are ultimately linked to a single level that has “no
parent”. Delete unused levels.

• Task 4:
o Only applicable to customers using Labor Management!
o Make sure the people in your organization who manage employees through labor management have
a POS role assigned in EMC.
▪ As a general guideline: You cannot grant someone else more access than you have yourself.
▪ Based on that, existing users who don’t have a POS role that allows them to
view/add/edit/delete employees won’t be able to make changes to the Point of Sale related
configuration of a person.
▪ That includes setting certain employee configuration that is not available through labor
management, assigning POS employee roles, or EMC visibility

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 o To-Do: Each person who manages employees in Labor Management needs to also be created as an
employee prior to the upgrade. The employee needs to have an employee role that allows to
view/add/edit employees. If the hiring manager only used a R&A account to manage employees in
Labor Management, they will need to be re-created as an employee through labor management.
That will also include creating a new “Portal User” for them, which they’ll need to use going forward.
The old R&A account should be disabled.

Figure 3: Every manager who hires employees, needs to have a Point of Sale employee role assigned that allows to
view/add/edit/delete employees.

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What to do after the upgrade
• Task 1:
o Make sure you can access People Management from the sidemenu (“People”) and can see, add, and
edit employees.
o Make sure managers or corporate employees who are responsible to hire or manage people are able
to access People Management and complete their daily tasks.
▪ If they can’t see certain employees, review the manager’s role and enterprise level
assignment, as well as the assignments of the people they are trying to edit
▪ If they are seeing “Unauthorized” messages, make sure the manager has at least as many
privileges and permissions as the person they are trying to edit.
• Task 2:
o New role privileges have been introduced. Review existing roles, or create new ones and assign them
as needed
▪ “Unassign any role” – this role privilege allows to unassign any role of any application even if
the logged in user has a lower role or even no access to the application. This privilege should
be assigned to role who are required to remove access to an application without having
access themselves, such as HR administrators.
▪ “Edit email address” – To prevent account take-overs, you can only change another person’s
email address if your assigned role has this privilege. Every person can change their own
email address at any time through “My Profile” (Top right corner)
▪ “Download people audit details” – This privilege allows to download the list of all people
including their role, property, operator, and visibility assignments. This permission should
only be assigned to administrators who are performing regular access audits.
▪ “View people” – this privilege only allows to view, but not make any changes to existing or
add new people.
• Task 3:
o If needed, assign the new System Roles (or a subset of them) to existing R&A Roles, to allow users in
those roles to see users assigned to the new System Roles or assign them

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Frequently Asked Questions (FAQ)

I always managed employees in EMC. How do I get to the new

People Management?
You need to sign in to your Reporting and Analytics cloud instance and navigate to the left side menu, then click
People Management.
• If you already had a R&A user, use it to sign in.
• If you did not have a R&A user before, use your EMC user name and your EMC password to sign in to R&A.

Which privileges are needed to use People Management?

To access People Management, a user’s role needs to have the “View/add/edit People” privilege assigned to their
Reports role.

To only allow a user to view people, but not add or edit them, you can assign them a report role that has the “View
People” privilege.

Figure 4: Example of a reports role with "View/add/edit People" privilege assigned. Users assign to this role will have access to People Management
and can add new people, or edit existing ones.

Why am I seeing a “You are not authorized” message?

You can only assign privileges to people, that you have yourself. If you are seeing an “unauthorized” error message,
you do not have the permissions to navigate to this option and/or assign permissions that you do not have yourself.
Contact your system administrator to be granted access.

Do I have to use Labor Management now?

No.

I hired my employees in EMC – where do I do this now?

This is now done from People Management in the Cloud.

Login to Reporting and Analytics, select the left drawer menu, and then “People Management”.

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I hired my employees in Labor Management – where do I do this
now?
This is now done from People Management in the Cloud.

Login to Reporting and Analytics, select the left drawer menu, and then “People Management”. Once you added a
new person, or edit an existing one, select the “Employment” tab. The same labor management user interface has
been moved here.

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The Labor Management > Human Resources portlet is missing
the “Employee” option!
Employees are now hired through People Management. See question “I hired my employees in Labor Management –
where do I do this now?”.

What are the new System Roles used for?

People Management comes with 4 new built-in system roles, that cannot be edited, but assigned to any person.

• No Reporting Access
o This role is not automatically assigned to a person. Use it for roles who are not supposed to have
access to R&A, but to other cloud applications such as Frontline Manager or Simphony Inventory.
• Only POS Access
o Upon upgrade to 20.1.15 / 19.6, this role is automatically assigned to employees who are not
matched to an existing R&A user.
o New people who do not require access to the cloud, such as front of house employees like waiters or
dishwashers, should be assigned to this role. If their employee role grants access to cloud
functionality such as Frontline Manager, and
• Only View People
o Upon upgrade to 20.1.15 / 19.6, this role is automatically assigned to employees who are not
matched to an existing R&A user and who have an Employee role assigned that allows “View
Employees”
• Only View/Add/Edit People
o Upon upgrade to 20.1.15 / 19.6, this role is automatically assigned to employees who are not
matched to an existing R&A user and who have an Employee role assigned that allows
“Edit/Add/Delete Employees”

The “Human Resources” portlet is missing many privilege

settings. Where are they?
The Human Resources portlet is now just used to set employee availability, assign premium pay rules, and complete
other administration tasks. Administering employees is now down in People Management.

The permissions to add, edit, view employees, or add, edit, view pay rates, or allow employee promotion are now
configured as part of the Reporting role.

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Can I still use EMC to manage employees after the upgrade?
No. All employee, user, people management tasks have to be completed from the cloud, from the People
Management module. EMC Employee Maintenance module is removed.

Do I still need EMC?

That depends.

If you are only ever managing your menu and people – you don’t need EMC any longer. You can do this from the
cloud, in Frontline Manager and in People Management.

If you are responsible for other configuration and administration of Simphony, you will still need do to that in EMC.

Why am I seeing too many / too few people in People

Management?
The People Management landing page limits the people it shows based on R&A role and Enterprise Level – that you
have assigned and that each person has assigned.

You can see all people that have a role assigned, that your own roles allows to manage (see “Role Administration” in
the documentation) AND that have an enterprise level or location assigned that is the same or lower than your own
one (see “Organizational Hierarchy” in the documentation).

Unless you are assigned the “Hierarchy Admininistrator” role – in that case you can see all people, independent of
their assigned role and level.

When signing into R&A I am now asked to enter my email

address?
This occurs, because you are using an existing EMC account to sign in, and that EMC account didn’t have an email
address configured. To be able to send you password reminders and other account related information, we need an
email address.

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When signing into R&A I am asked to change my username?
See question above. This happens because another user already existed in R&A with the same username but a
different email address. To make sure usernames are unique, you need to update your username.

Where do I assign a POS Employee Role to a person?

Employee roles are still defined in EMC. They are then assigned to people from the People Management user
interface (Point of Sale tab > Roles sub-tab)

Do all people now have to have an email address?

No, only people who access the cloud applications, such as Reporting and Analytics, Simphony Inventory, People
Management, Frontline Manager etc.

People who only need access to workstations to clock in (such as dishwashers), or who ring in checks (such as waiters)
do not need an email address.

Where do I define a POS Employee Role?

POS Employee roles are still configured from EMC. Once created, they can be assigned to a person from People
Management in the cloud.

Where do I add a property or operator record now?

If your enterprise is using Labor Management, home and away stores, as well as job rates are still assigned within the
locations tab. This is now located in the “Employment” tab in People Management.

If your enterprise is not using Labor Management, property and operator records are now added through People
Management – the functionality is found within the Point of Sale tab, and Locations sub-tab.

I see duplicate people after the upgrade. What do I need to do?

People with duplicate names and/or email addresses have been generated, because the import mechanism wasn’t
able to automatically match two records and created a second one. Make sure to complete Task 2 prior to the
upgrade.

If you find duplicate people, compare the two records, especially their assigned cloud roles (R&A, Payments,
Simphony Inventory) as well as their POS employee roles, location, and visibility assignments. If required, assign the
missing privileges and deactivate the second person.

Can I still use the API to create and manage employees?

Yes – if you are using Labor Management you can still use the Labor Management API to create or manage
employees.

If you are not using Labor Management, you can use the Configuration and Content (C&C) API or the Import/Export
API to manage employees.

I just created a new person, but can’t use it at the workstation?

By default, it can take a maximum of 35 minutes for a new person to sync between the various components of the
platform. The time depends on the workstation option for “Database Update Frequency” in EMC.

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What do I need to configure to start using People Management?
No additional configuration or enabling is required to start using People Management. After the upgrade to R&A
20.1.15 this will be the way to manage employees and users. There are no alternative paths.

Can I choose to not use People Management?

No. With the upgrade to R&A 20.1.15 People Management is the only way to manage users and employees across
Simphony. You cannot choose to continue to manage employees in EMC.

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