mdw administration module user guide - municipal … administration module user guide2… · mdw...

Municipal DataWorks 2.3 Administration Module

2 Ontario Good Roads Association Altus Capital Planning

MDW Administration Module User Guide April 2009

Table of Contents Table of Figures ......................................................................................... 3 Relevant Tables .......................................................................................... 4 1.0 Overview ............................................................................................ 5

1.1 Users ................................................................................................................ 6 1.2 Security ............................................................................................................ 7 1.3 Business Groups ............................................................................................ 7 1.4 Asset Configuration ........................................................................................ 7 1.5 Locations ......................................................................................................... 8

2.0 Users Administration ........................................................................ 8 2.1 Add a New User ............................................................................................... 8 2.2 Edit Existing User ......................................................................................... 10

2.2.1 Edit User Details ................................................................................................ 11 2.2.2 User Status ........................................................................................................ 13 2.2.3 User Permissions .............................................................................................. 13

2.3 User Permission Definitions ........................................................................ 15 2.4 External Organizations ................................................................................. 16

3.0 Security Administration ................................................................. 16 3.1 Security Groups ............................................................................................ 16 3.2 Roles .............................................................................................................. 18

4.0 Business Groups Administration .................................................. 19 4.1 Add a New Business Group ......................................................................... 20 4.2 Edit or Delete Existing Business Group ..................................................... 21 4.3 Add and Remove Assets from a Business Group ..................................... 21

5.0 Asset Configuration Administration ............................................. 22 5.1 Asset Type Classes ...................................................................................... 23 5.2 Asset Types ................................................................................................... 23 5.3 Asset Type Attributes ................................................................................... 24

5.3.1 Add a New Attribute .......................................................................................... 25 5.3.2 Add an Attribute Value ...................................................................................... 26

6.0 Locations Administration ............................................................... 27 6.1 Road Names .................................................................................................. 27 6.2 Street Segments ............................................................................................ 27



Table of Figures Figure 1 − Access Admin Module ............................................................. 5 Figure 2 − Administration Options ........................................................... 6 Figure 3 − User Administration ................................................................. 6 Figure 4 − Security Administration........................................................... 7 Figure 5 − Business Groups Administration ........................................... 7 Figure 6 − Asset Configuration Administration ...................................... 7 Figure 7 − Locations Administration ........................................................ 8 Figure 8 − Search for a User ..................................................................... 8 Figure 9 − New User Profile ...................................................................... 9 Figure 10 − Set New User Permissions .................................................... 9 Figure 11 − Confirm New User Profile .................................................... 10 Figure 12 − Finish New User Profile ....................................................... 10 Figure 13 − User List ................................................................................ 10 Figure 14 − User Profile Screen .............................................................. 11 Figure 15 − Edit User Details .................................................................. 11 Figure 16 − Edit User Status ................................................................... 12 Figure 17 − Send Password Reminder ................................................... 12 Figure 18 − Reset Password ................................................................... 13 Figure 19 − Deactivate and Activate User .............................................. 13 Figure 20 − Edit User Roles .................................................................... 14 Figure 21 − Set Permissions ................................................................... 14 Figure 22 − Add External User ................................................................ 16 Figure 23 − Confirm Permissions ........................................................... 16 Figure 24 − Edit Security Group ............................................................. 17 Figure 25 − Edit Security Group Assets................................................. 17 Figure 26 − Roles List .............................................................................. 18 Figure 27 − Select Role ............................................................................ 18 Figure 28 − Role Users ............................................................................ 19 Figure 29 − Business Group Management ............................................ 20 Figure 30 − Create a Business Group .................................................... 20 Figure 31 − New Business Group ........................................................... 21 Figure 32 − Manage Business Groups ................................................... 22 Figure 33 − Select Business Groups ...................................................... 22 Figure 34 − Add an Asset to a Business Group .................................... 22 Figure 35 − Select Asset Class ............................................................... 23 Figure 36 − Select Security Groups for Asset Type .............................. 23 Figure 37 − Remove Security Group Warning ....................................... 24 Figure 38 − Select Asset Class and Asset Type .................................... 24 Figure 39 − Select Attribute Type ........................................................... 24



Figure 40 − Add Attribute ........................................................................ 25 Figure 41 − Enter Attribute Information ................................................. 25 Figure 42 − Add Attribute Value ............................................................. 26 Figure 43 − Enter Attribute Value Information ....................................... 26 Figure 44 − Search for a Street ............................................................... 27 Figure 45 − Add New Street .................................................................... 27 Figure 46 − Search for a Street Segment ............................................... 28 Figure 47 − Search for Street .................................................................. 28 Figure 48 − Select a Street ...................................................................... 28 Figure 49 − Search for a From Street ..................................................... 28 Figure 50 − Select a From Street ............................................................ 29 Figure 51 − Search for a To Street .......................................................... 29 Figure 52 − Select a To Street ................................................................. 29 Figure 53 − Enter Additional Information ............................................... 30

Relevant Tables Table 1 − Municipal DataWorks User Permissions ............................... 15



1.0 Overview The Administration Module of Municipal DataWorks allows an assigned administrator(s) to

Manage their organization’s data- including assets and locations; Manage the data availability options for their organization; and Manage the security permissions for assigned users of the organization’s data

To access the Administration Module:

1. Login to Municipal DataWorks. 2. If you have access to more than one organization within MDW select the organization

under which you would like to work and click Select.

3. Select the Administration tab located in the top menu.

Figure 1 − Access Admin Module

Specifically, an administrator has the following options available to them for management:



Figure 2 − Administration Options

This section of the document will provide a brief description of each of these functions and the remainder of the document will go into greater detail regarding each area. 1.1 Users

Figure 3 − User Administration

This area allows you to set permissions for your organization. As an administrator, you are able to add new users to your area, either from an external organization (i.e. already in the MDW database) or a user completely new to the system. In this area you are also able to set the available permissions for each user.



1.2 Security

Figure 4 − Security Administration

Security Administration has two main functions. Security Groups allow an administrator to assign users to groups which filter the assets that are able to be viewed or edited by users belonging to that group. This is useful if you do not want certain users to have access to all of your data. Security roles allow an administrator to view/edit the various roles users are assigned within the various user groups. 1.3 Business Groups

Figure 5 − Business Groups Administration

Business Groups allow you to sort and combine information based on specific criteria. For example, setting up a Bike Route group will allow users to tag all bike routes to this designation. Business group types are a way to further define the business groups, such as tagging the Bike Route to a Route Designation Type. 1.4 Asset Configuration

Figure 6 − Asset Configuration Administration

This area allows you to select, add, and define the Assets, Asset Types and Asset Attributes that are active within your area of MDW.



1.5 Locations

Figure 7 − Locations Administration

The Locations section is where you can add locations for your MDW area, including streets and street segments used to set up block locations for the assets within the MDW Inventory.

2.0 Users Administration MDW administrators can control which users access the municipality’s data and the permissions granted to them. Permissions include abilities such as access to edit data, or access to view data with no editing capabilities. Login to MDW, select your organization, and access the Administration Module from the top menu. By default MDW refreshes to the User Administration screen. From this screen you are able to edit existing users and their permissions as well as add new users. 2.1 Add a New User

1. Before adding a new user to your organization it is best to perform a search to determine if they are already in the system. Type part of their name into the Search User box and select Go.

Figure 8 − Search for a User

2. If the user you want to add is present, select him or her. If not, select the Add User

button. 3. Fill in the profile information.

Ensure the check box at the bottom of the profile is checked so the user is set to Active status.

The password you assign the user will appear masked in the application; it is recommended that you write down the password so you remember it when sending the user their login information.



Figure 9 − New User Profile

4. Once you have entered all information, select Next. 5. Select the Security Roles, or Permissions, you wish the user to have. Refer to Table 1

for role Descriptions.

Figure 10 − Set New User Permissions

6. Select Next to continue, or previous if you wish to edit any information. 7. You will then need to confirm the profile details. If you are satisfied with the details,

select Save User to continue. If you wish to change something, select Previous and you will be taken to the previous screen for editing.



Figure 11 − Confirm New User Profile

8. On the Profile Finish screen you will see a confirmation of the user being successfully

added. Select View all Users to return to the Users Administration home screen.

Figure 12 − Finish New User Profile

9. You contact will now be available in the user list.

Figure 13 − User List

2.2 Edit Existing User Select the User’s first or last name from the Users List to get to the User Profile Screen. On the User Profile screen you have the ability to edit the user’s details, permissions, password and the option to deactivate the user completely.



Figure 14 − User Profile Screen

2.2.1 Edit User Details

1. To edit the user details, select the Edit User button on the User Profile Screen. You will not be able to edit the password from this screen.

Selecting the button next to a user on the Users List will allow you to edit the user’s details immediately.

2. Make any changes or additions that are required and select Save to continue or Cancel

to return to the previous screen without changes taking effect. The screen will refresh with the new information appearing.

Figure 15 − Edit User Details

3. You may change the user status by checking or un-checking the Active box below the

user details. Remember to click the Save button after making any changes.



Figure 16 − Edit User Status

4. If the user has forgotten their password, you can send a reminder from this screen to the

email that is stored within MDW.

Figure 17 − Send Password Reminder

5. Reset the User’s password by selecting the Reset Password button. Enter and confirm

the new password and select the Save button. Click cancel to return without saving changes.



Figure 18 − Reset Password

The password may also be reset by selecting the Reset Password button from the User Profile

Screen. 2.2.2 User Status On the User Profile screen, select the Deactivate User button to make the user inactive. This will block the user from accessing your organization’s information in Municipal DataWorks. You may select the Activate User button to reactivate the member at any time.

Figure 19 − Deactivate and Activate User

2.2.3 User Permissions User permissions may need to be edited from time to time for reasons such as position changes within an organization and the type of work the user is completing.

1. Select the Permissions button the User Profile screen. You will be able to view the current permissions/roles associated with that user.

2. Select the Edit User Roles button.



Figure 20 − Edit User Roles

3. Select which permissions you want the user to have by checking the box next to each

option. Un-check the box if you do not want the user to have that permission. Refer to Table 1 for permissions definitions.

Figure 21 − Set Permissions

4. Once you are satisfied, click Save. A message will inform you of the data saving

successfully. 5. Select Done to finish.



2.3 User Permission Definitions The following table outlines the roles that can be assigned to users within MDW. Table 1 − Municipal DataWorks User Permissions

Role Name Permissions

Administrator

Users in this group can enter the Admin area of MDW, and can manage all aspects of the user list and security permissions area. In addition, administrators can view, add, edit, and delete all assets and related data in their area, including locations. Administrators can view reports. Administrators have full access to the following modules: Inventory, Asset Valuation, Reports, Mobile, and Administration (including Users, Groups, Business Groups, Asset Configuration and Location)

Account Manager

These users can manage user profiles in the Administration module. Account Managers have the ability to manage Users and Groups for example, they can view, add, edit and delete users and assign them to user groups. Account Managers have access to the Reports module. However, they cannot access the following modules: Inventory, Asset Valuation, Mobile and the rest of Administration (including Business Groups, Asset Configuration and Location)

Asset Manager

Asset Managers have full access to the following modules: Inventory, and Reports. Asset Managers do not have access to Asset Valuation, Mobile and Administration (including Users, Groups, Business Groups, Asset Configuration and Location)

Asset Viewer

Asset Viewers can view assets in the Inventory module. Asset Viewers do not have permissions to add, edit, or delete assets. Asset Viewers have access the Reports module, but they do not have access to the Asset Valuation, Mobile and Administration modules.

Asset Valuation Manager

Asset Valuation Managers have full access to the following modules: Asset Valuation and Reports. Asset Valuation Managers do not have access to the following modules: Inventory, Mobile and Administration (including Users, Groups, Business Groups, Asset Configuration and Location)

Asset Valuation Viewer

Asset Valuation Viewers have access to only the Asset Valuation module with view permissions. They also have access the Reports module.

Mobile Manager

Mobile Managers have full access to Mobile and Reports. Mobile Managers do not have access to the Inventory, Asset Valuation and Administration modules.



2.4 External Organizations This feature allows for you to grant a person from an organization other than your own access to your data. This is useful in situations where the maintenance of infrastructure or engineering is contracted to an external company.

1. Select the External Organizations link from the left-hand Administration menu. 2. Search for the User you wish to add. It is best to search for either the first or the last

name to generate more accurate search results. For example, a search for “Allan” will only find anyone with the name of Allan, whereas a search for “Al” will generate anyone who was put in with the name Al or Allan.

Figure 22 − Add External User

3. Click the Select button next to the user you want to add to your area. 4. Select the user’s permission levels. Click Next.

5. Review the permissions for the user, and select the Apply Changes button if you are

satisfied. Select Previous to return to the permissions screen and edit.

Figure 23 − Confirm Permissions

6. The external contact will now appear in the Users List.

3.0 Security Administration This area allows you to manage who has access your data, and any restrictions on which parts of your data they have access to. . 3.1 Security Groups Security Groups are designed to narrow down the information that is available to users by grouping assets together and assigning each user access to the groups via their role



permissions. Security groups are generated within MDW. At this time, you cannot add a new security group on your own; however, you can edit any existing security group. Edit a Security Group:

1. Select the Group Name or Group Description from the Security Groups List. 2. Select the Edit Security Group button.

Figure 24 − Edit Security Group

3. You now have the ability to edit the details of the security group such as the name,

description, and the asset types that are available to this group. To view the assets that are available for a specific asset type class, select it from the drop down menu. Alternatively, you can leave the option to Select All and you will be able to all assets.

Figure 25 − Edit Security Group Assets



4. To allow this security group access to certain assets, ensure there is a checkmark in the box next to the asset. To remove an asset’s availability from this security group, ensure the check box is clear.

5. Once you are satisfied with the assets available to the group, click the Save button.

6. MDW will refresh and inform you the data was saved successfully. Click Done to finish.

3.2 Roles The Roles section of security administration allows you to view who has access to which security groups and what their role is within that group.

1. Select the Roles link under Security in the left-hand menu.

Figure 26 − Roles List

The list is organized in alphabetical order by role. The list shows each role available, which group the role is linked to, and which user is linked to that group and that role.

2. To view all users with a specific role in a specific group, select the role from the list.

Figure 27 − Select Role



You will be presented with a screen that summarizes all users assigned to that role for that group.

Figure 28 − Role Users

The Edit Role Users Function is not applicable at this time.

4.0 Business Groups Administration Business Groups are a way for you, or someone who is assigned the responsibility, to collectively maintain all data that belongs to a specific area, locale, or function. For example, suppose Maintenance Team A was in charge of all roads within Wards 1 and 2 of a municipality. An administrator could create the business group Maintenance Group A, and any road sections within Wards 1 and 2 could be attached to this group. Select Business Groups from the left-hand menu within the Administration module. All available Business Groups will be displayed on the screen. You have the ability to edit/delete any business group that you have added. You have the ability to make any business group active or inactive by checking or un-checking the Active checkbox. You can also sort the groups by their type. This is useful if you want to view all business groups of one type, such as all maintenance areas within your organization’s data.



Figure 29 − Business Group Management

4.1 Add a New Business Group

1. Select the Add Business Group button at the top of the page. 2. Fill in the name of the group.

3. Enter a code for the group which the MDW application will use for identification

purposes.

4. From the drop down menu, select a type that defines what type of group you are creating.

5. Ensure the Active box is checked.

Figure 30 − Create a Business Group

6. Click Save to continue or Cancel to return to the previous screen without saving any

information. Your new group will now appear in the Business Group List.



Figure 31 − New Business Group

4.2 Edit or Delete Existing Business Group The ability to edit or delete an existing business group belongs to the user who created the group. If you have the ability to perform either of these actions on a specific group you will see edit and delete buttons next to the group name. To edit a Business Group:

1. Select the button next to the group you want to edit. 2. Change any necessary information and click Save.

To Delete a Business Group:

1. Select the button next to the group you wish to delete. 2. Click OK in the dialogue window to confirm and continue.

3. The group will be deleted and will no longer appear in the Business Groups List.

A Business Group cannot be deleted if there are assets attached to it. Please make sure all

assets have been removed from the group prior to deleting the group. 4.3 Add and Remove Assets from a Business Group Assets must be added individually to a business group.

1. In your MDW inventory search for the asset you wish to add and view the asset. 2. Select Business Groups from the left-hand menu. All current business groups will be

displayed.

3. Select the Manage Business Groups button.



Figure 32 − Manage Business Groups

4. Select the checkboxes of the Business Groups you want the asset to be associated with.

To remove an asset from a business group, un-check the box next to that group.

Figure 33 − Select Business Groups

5. Once you are satisfied, select Save. The new business group will appear in the list and

also in the left-hand menu under Business Groups.

Figure 34 − Add an Asset to a Business Group

5.0 Asset Configuration Administration Asset administration allows for you to determine which assets are available for editing or viewing within your area. You can also determine which attributes are available for each asset. This is useful so only information that is applicable for your organization is worked with and populated within MDW. To begin, select Asset Configuration from the left-hand menu.



5.1 Asset Type Classes Selecting the Asset Type Classes link under Asset Configuration will allow you to view the available asset type classes for your organization. You can select each class individually to view details for that class, such as the class code and active status. 5.2 Asset Types The Asset Types section of Asset Administration allows you to select individual asset types within an asset class and decide which security groups are able to access the asset.

1. Select Asset Types on the left-hand menu. 2. Select which Asset Class you want to view from the drop down menu.

Figure 35 − Select Asset Class

3. The Asset Type List contains all assets within your selected class. Make the assets

active for any relevant security groups by selecting the check box for each group next to the individual assets. To make the asset inactive for a group, make sure the box remains unchecked.

Figure 36 − Select Security Groups for Asset Type

The application will update itself. If you attempt to remove an asset from a security group that already has assets of that type in the MDW inventory, you will be prompted with a warning.



Figure 37 − Remove Security Group Warning

Any changes you have made will take effect immediately.

5.3 Asset Type Attributes Here is where you will assign attributes to individual assets. This includes features such as materials, measurements and other relevant information.

1. Select Asset Type Attributes from the left-hand menu. 2. Select the Asset Class and Asset Type to which you want to add/edit attributes.

Figure 38 − Select Asset Class and Asset Type

3. Select the Attribute Type to which you want to add/edit attributes.

Figure 39 − Select Attribute Type

There are 3 Attribute Types to choose from:

Asset- this is where values such as asset material and asset status are stored Geometry- this is where values regarding asset measurements and dimensions

are stored Asset Attribute- this is where all other relevant values regarding the asset are

found.

In the Attribute List found below the Attribute Criteria, you are able to complete multiple tasks. Make an Attribute active or inactive by checking or un-checking the Active box

next to the attribute. Add a value list to an existing attribute. Add a new Attribute and values.



5.3.1 Add a New Attribute

1. Select the Add Attribute button located at the top of the Asset Attributes screen.

Figure 40 − Add Attribute

2. Enter the required information. When you select the Data Type you want the attribute to

have, the page will refresh with settings unique to that data type. Fill in the information; ensure the Active box is checked to make the attribute available within the inventory. Click Save when you are done.

Figure 41 − Enter Attribute Information

3. The attribute will now appear in the Attribute List. Since you created it, you also have the

ability to edit or delete it from the system.



5.3.2 Add an Attribute Value Some attributes can be further defined by values, such as set values within a drop down menu for the asset attribute. To Add Set Values to an Attribute:

1. Select the Attribute name from the Attribute list. 2. Select the Add Attribute Value button on the screen that follows.

Figure 42 − Add Attribute Value

3. Enter the code and a description for the attribute. The code is a set of capital letters that

the system will use to identify the attribute value.

Figure 43 − Enter Attribute Value Information

4. Make sure the Active box is checked (default is set to checked) and click Save to

continue. 5. Repeat this process for all values you wish to add to the attribute.

The attribute and its respective values will now appear within the inventory to be used with the asset. Any asset attribute and value that you add to the database, you will have the ability to edit and delete. An asset that someone else has added will be available only to that user to edit or delete.



6.0 Locations Administration The Locations section of the Administration module allows you to add locations into your Municipal DataWorks organization. These street names and segments are utilized by users to identify the location of assets.

It is important to always search for a street prior to adding it to the Municipal DataWorks inventory to avoid duplication of data and maintain data integrity.

6.1 Road Names This is the section where you will add streets to your MDW locations inventory.

1. Select Road Names from the left-hand menu. 2. Search for part of the street name which you want to add. For example, if you want to

add Candy Cane Road, perform a search for the word can.

Figure 44 − Search for a Street

3. If your street is in the list, it is already in the database. If the street is not in the results

and needs to be added, select the Add Street button at the top of the screen. 4. Enter the street name and select its’ status.

Figure 45 − Add New Street

5. Click Save to continue. The street has now been added to the database.

6.2 Street Segments This area allows you to street areas to Municipal DataWorks for the purposes of describing the locations of assets. Street segments describe specific areas of a street, such as the portion of Street A between Street X and Street Y.



1. Select Street Segments from the left-hand menu. 2. Search for part of the name of the street to which you want to add a street segment.

3. If the segment is in the list you can edit it or delete it. If the segment is not in the list,

select the Add Street Segment button at the top of the results screen.

Figure 46 − Search for a Street Segment

4. In the Street Segment Details box, search for the street the segment is on, and select

Filter.

Figure 47 − Search for Street

5. Select the street from the drop down list.

Figure 48 − Select a Street

6. Select the Add From Street button to search for the street at which your street segment

begins. You can select the button to remove this option after selecting it. Type in part of the name of the From street and select Filter.

Figure 49 − Search for a From Street

7. Select the appropriate street from the drop down list.



Figure 50 − Select a From Street

8. Select the Add To Street button and search for the street at which the segment ends.

You can select the button to remove this option after selecting it. Type in part of the name of the To street and select Filter.

Figure 51 − Search for a To Street

9. Select the appropriate street from the drop down menu.

Figure 52 − Select a To Street

10. You may select save at this point to save the street segment. You can also repeat the

same process as above to add an alternate street or a historical street to the segment. If you know any of the other information such as the GIS coordinates or address number information, fill in the relevant fields.



Figure 53 − Enter Additional Information

11. Once you select Save, the segment will now appear in the search results list and you

may access it for editing at any time. It is also now available for use within the MDW Inventory.

12. To edit a street segment, select the button next to the name. To delete a street

segment select the button next to the name.

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