System Roles and Permissions: They Are Not the Same as Your Job Title!

Posted on Friday, February 23rd, 2024

People working with computers.

You may have heard some discussions around System Roles and Permissions and are asking yourself, “What does this mean? Will this change what I do in my day-to-day job?” Don’t worry – we’re here to answer those questions, and more!

A Quick Breakdown of System Roles and Permissions

So, first things first. System Roles are not the same as your job title or position. They’re created based on the specific tasks people need to do in the new system.

Think about how Brightspace is structured. There is a group of people who need to perform the role of “Course Copier” in Brightspace, but this isn’t because it’s their official job title. Instead, it’s because they’re experts of content transfer.

Let’s use the example of “Course Copier” to explain Permissions. We assign Permissions to this role based on what they need to see and do in Brightspace. Two of the Permissions for this role are the ability to view all course content and copy course content from one course shell to another.

To sum it up: System Roles and Permissions define user access and tasks within the system. This will help streamline access and ensure purposeful use.

The Apartment Metaphor

We’re going to switch gears and imagine accessing information in a Student Information System like navigating an apartment building. In Thesis SM, Users can have three types of access: Read, Write and Admin.

Read

Read access is comparable to having a keycard that grants entry to common areas of the apartment building, such as a lobby, hallways, and shared spaces. Users with Read access can observe and explore system information, just like how residents can walk through the common areas of the building.

On the other hand, this access doesn’t allow them to alter the data, just like how residents aren’t permitted to rearrange the furniture in the communal areas (no matter how much you might want to!).

Write

Write access is like having a key to your apartment. Those with Write access can enter the system and modify data within their designated space.

This is like a resident being able to personalize their own apartment as they see fit. Of course, their influence is limited to their own space, and they can’t modify or access data outside of their designated area.

Admin

Admin access is like having a key to your apartment and master keys that open utility rooms, control panels, and even access to the building’s design blueprints.

This type of access allows Users to enter and modify data on a broader scale like an architect adjusting the entire building’s design. This includes configuring and fine-tuning the system.

As you might expect, the Admin role is a rare and specialized technical role. They have the knowledge and responsibility to perform critical tasks that affect the entire system, such as adding or removing Users and modifying system settings. They also work closely with other Users to maintain the integrity, security, and stability of the SIS.

Next Steps

What does this mean for the College? Let’s outline the key steps and targets we’re working towards to make this happen.

First things first, we need to create the System Roles and Permissions. This is what we’re currently working on as we configure the system and develop future business processes to ensure the system aligns with our evolving needs. Our target is to finalize this during the end of the Personalize Phase – also known as the Design and Develop Phase.

Next, we’ll focus on identifying the access needed for Users to complete their work. This means consultation and validation with People Leaders and sub-committees within the College. This is currently scheduled to wrap up at the end of the Integrated System Testing Phase – also known as the Technical Testing Phase.

Lastly, we need to assign the System Roles to Users. This will take place during the User Acceptance Testing Phase – also known as the User Testing Phase. At this point, we will be broadening the validation process to ensure a comprehensive understanding of user needs.

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And that’s all you need to know about System Roles and Permissions! Stay tuned for updates as we progress through these key phases – we’re working diligently to make your everyday work more meaningful and streamlined.

We also went over System Roles and Permissions during our February 2024 Showcase Event!

Watch the full video here:



Have more questions? Check out our FAQ page to learn more about the R3 Project!


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