Administration

Administration

Within the administration, we actually record a kind of blueprint for your company. Some things are simple, others require thorough knowledge of how the cohesion of the various components in that blueprint play a role. The following parts are managed within the administration section:

• Company
• Projects
• Roles
• Functions
• Domains
• Departments
• Users
• Assets
• Entities

Before understanding how the different parts in the system are used, it is important to understand what processes, tasks, resources, people, roles and functions are and how they form a whole.

A process is a coherent whole of activities, people and resources, with which one or more products or services are produced. An activity can consist of several actions. In processes, roles are used to indicate who in the process is responsible for the execution of the work.

The reason roles are used instead of job descriptions that are common in the organization is that roles are more stable. Roles are less sensitive to organizational changes. It is critical to understand the differences and the proper usage of roles and functions.

The difference between a function and a role is that a person has a function and fulfills a role.

1. Function: a defined package of tasks for which a person is assigned responsibility. This position can be laid down in a job description (at work) or in the statutes or bylaws (in an association). The package of tasks may differ per situation, but for a proper performance of the position it must be clear which responsibilities there are for which tasks. A position holder has certain tasks that are assigned to all persons with the same position.
2. Role: coherent package of tasks that can be performed by one or more persons. The term 'role' is in fact a general term that is used to indicate who is allowed to perform which actions. An employee has one organizational position to which one or more roles can be linked. Someone who takes up a role is responsible for a package of tasks that are not specific to the position held.
3. Tasks: the content of an assignment to perform certain activities.
4. Action: all activities that can be performed continuously (place and time) by one role, without transfer to another role, place or time. An action describes what must be performed by a role. Actions can be performed by a human or by an automated system.
5. Asset: a system, manual, template, form, list or work instruction for an action.
6. Work instruction: describes the way in which the actions must be performed for a role in the process and/or it steps.
7. Domain: the area (in a figurative sense) that is managed or controlled as a whole