4. Configure SysAdmin Unit

4.1 Units and unit types explained
Units in AlSuite can be looked at as Departments. However, there are different unit types and some rules around the number of units you can create, which we would like to present in this section.
Each unit is linked to a “unit type”, which determines the features present in a unit. The application has six unit types: System Administration, Approvals, Accounts, Data sets, Operations and Reporting.
Apart from the unit type “Operations”, which permits the creation of as many units under it as you require, all the other units permit the creation of only one unit under them.

Here we explain the necessity and features of each unit type:

System Administrator: This is the main administration unit of the application. It is the first unit you will have to configure before beginning to configure subsequent sections of the application. This unit is used for managing users including user invitations and user roles, creating other units and handling subscriptions.

Approvals: This unit is used for managing approval settings and approvals. Approval settings determine who should be able to approve what in AlSuite; including the approval of activity plans, requisitions and field reports.

Accounts: This unit enables to creation of clients, chart of account (CoA), projects and budgets including budget spread. It is also in this unit that bookings of requisitions and funds release is handled in operations.

Data sets: This unit is used for managing monitoring and evaluation (M&E) data of the organization, including outcomes, outputs, indicators, milestones etc. This is a very critical unit that establishes the linage between accounts and operations. On the one hand, projects defined in the Accounts unit are linked to Outcomes in the Data Set unit. On the other hand, the work plans and targets in the Operations unit links to the Data sets unit to allow for tracking of progress towards outcomes and outputs in execution. 

Operations: This unit type permits the creation of many units under it. You can look at this unit type as an operations department in an organization. It is in units under this unit type that work plans and targets are defined creating a linkage to outputs in the Data Sets unit; and activity plans and field reports are raised for execution. 

Reporting: This is the analytics unit, where reports can be analyzed in a compact environment. Beyond this unit dedicated to reporting, each unit in AlSuite has a dedicated dashboard with data pertinent to that unit type.

4.2 Create units
Managing units, assumes you have “System administrator rights”. In order to create units, take the following steps:

·        Log into the application
·        Go to the unit “System Administrator” -> note that the name may be different, as every organization reserves the right to assign unit names as they wish. Here we are directing you to the unit of unit type “System Administrator”.

Select “Units” in Navi-Bar-2, then select “Create” and proceed to create required units.

4.3 Invite and manage users

4.3.1       Who are users in AlSuite
AlSuite users are persons you invite using their preferred email address to work in the AlSuite environment of your company. Users are typically the employees of your company. However, they can also be occasional users, e.g. Auditors, who are invited to access the application with “Read” rights. 

4.3.2       How to access the application to configure users
Configuring users assumes that you are a System Administrator with access to the “System Administration” module of your organization and you have the rights to configure users.

In order to configure users, log into the AlSuite application -> Go to the module “System Administration” -> Go to invite users.

4.3.3       Invite the organization’s users
Assuming you are already in the System administration module – see “How to access the application to configure users” -> Click on “Invitations”. In the Invitations section, you are able to Send new invitations, extend expired invitations and view valid invitations.

4.3.3.1       Send Invitations
 In the Invitations section, go to “Send invitations”. You will be requested to provide the user’s email account (the unique email account the user will use for accessing the application), specify the units that the user can access and specify the user roles.

Note: A particular email can be subscribed to more than one organization in the AlSuite environment.

4.3.3.2       Expired invitations
Expired invitations are the invitations that were sent, but are now expired. You can either “Resend” or “Delete” such invitations. In order to access expired invitations, go to “Invitations” section -> click on “Invitations” and then click on “Expired invitations”.

4.3.3.3       Valid invitations
Valid invitations are invitations sent to users that have not yet been accepted. When an invitation is sent to a user to use AlSuite in your company environment, it will be seen in this section. Once the user accepts the invitation, it is removed form the queue of valid invitations and transferred to the “Users’ section. 

Invitations sent are valid for a given period of time, after which they expire. Such accounts can be seen in the section “Expired invitations”.

4.3.4       Manage user account
Managing user accounts involves editing roles, access period, resetting user password and managing specifying units that a user can access.

In order to manage user accounts, go to the “System Administrator” module -> In Navi-bar-2 click on “Users” -> for each user, go to the link “User” to manage user specific settings or the link “Units” to edit the units that a user can access.

4.4       Configure user roles
 
4.4.1       Configure user roles
User roles are configured from the System Administrator module. In order to configure user roles, log into the application -> Go to “System Administrator” module -> In Navi-Bar-2 click on “User Roles”. 

In the “User Roles” section, you are able to manage organization roles, manage system roles and create new roles.

4.4.2       Manage system roles
By default, the application is already configured with default user roles including: Book Keeper, Finance Manager, Manage Accountability, Manage Funds Release, M&E Manager, Super User, System Auditor, Unit Manager and Unit Staff. These are classified as system roles.

To display existing system roles, go to the System Administrator section -> click on “User Roles” in Navi-Bar-2 -> then click on “System Roles”.

By clicking on the button “Role” for each system role displayed, you are able to “View permissions” associated with it or “Extend” permissions by adding you own. When system roles are extended, they become organization-specific and are therefore classified as “Organization roles”.

 System roles cannot be deleted, as they apply to all organizations using AlSuite.

4.4.3      Manage organization roles
Organization roles are the roles that are specific to your company. AlSuite ships with default roles, known as System roles. However, it might well be that your company would like to either extend existing system roles or configure new roles altogether.

All extend system roles and newly created roles are queued under “Organization roles”.

In order to access and manage organization roles, go to the “System Administrator” section -> Click on “User Roles” -> Click on “Organization Roles”. For each organization role, click on “Role” in order to edit the role, delete it or view permissions associated with it.

4.4.4       Create a new role
It is rare that an organization will want to create a new role in the AlSuite environment. Before thinking of creating a new role, we recommend that you explore the existing system roles. If you do not find any appropriate system role, the next option would be to explore the possibility of extending an existing system role. 

However, if all that is not possible, then you might want to create an organization-specific role. In which case go to the “System administrator” section of AlSuite -> In Navi-Bar-2 click on “User Roles” -> Then click on “Create New Role”. You will be requested to provide the role name, description and children or permissions to be associated with that role.

4.5 Manage subscriptions
AlSuite enables you to purchase different subscription packages and to manage those subscriptions under the SysAdmin unit.
In order to get an overview of subscription packages go to the official website www.alsuite.com under the section "About Us".

4.5.1 Purchase a plan
The first thing you need to do is to purchase a subscription plan.
In order to purchase a plan, assuming you are in the unit "SysAdmin" under the Dashboard section, click on "Purchase a plan". Select the plan of interest and proceed to purchase it.
The purchase of a plan is done once upon creation of a new company. Thereafter you can upgrade to other plans or renew existing plans.

4.5.2 Activate a purchased plan
After you have purchased a plan, it will appear under the tab "Subscription" in the section "Not yet paid". Select "Effect payment", whereupon you will be redirected to the payment gateway.  You have different payment options, i.e. credit card, mobile money, bank transfer etc.
After processing payment, your plan will appear under the tab "Subscription" in the section "Activated". The active plan can also be seen on the "Dashboard" with an indication of the expiry date.

4.5.3 Upgrade or renew plan
On the "Dashboard" you have an overview of the active plan. You can upgrade or renew your plan preferably before it expires.


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