System Administration

1. Participant Roles and Permissions

Participants each have an assigned role in the decision. This role assignment controls how the participants interact with the system and the model data they are authorized to view, add, modify and delete. More information on adding and removing users from a decision can be found at Manage Participants.  Participant Roles are applied at the decision level only. By default the user who created the Portfolio is assigned the Owner role. All other participants will start out as a Voter by default. The Owner can update participant roles at any time.

NOTE: Portfolios must have at least one Owner assigned. Having multiple Owners assigned is very common and provides a back up if the primary Owner is unable to participate.

Reviewer Role

Enables stakeholders to view decision data but only manipulate certain components so that baseline data is maintained and stakeholders can view inputs and outputs of the decision process.   Participants with the reviewer role are also able to interact with the Allocate screens and create Reviewer Scenarios.

The following screens allow Reviewers to interact with the features and data, however do not allow them to make edits to the data:

Define

• Criteria – can view criteria tree and descriptions

• Rating Scales – view all scales and definitions

• Participants – view all settings configured for each participant  including ratings assignments and progress

Collect

• Priorities – view judgments and priority graph

• Ratings  - view ratings data, scoresheet, graph, and comments

Optimize

• Allocate, Inputs – view pools, alternative costs, funding status, dependencies, and cost profiles

Reviewer Scenarios

Reviewers are able to manipulate data that has already been defined within Optimize and Allocate and create their own scenarios that display within the Scenario Dropdown.  Reviewer scenarios are visible to Facilitators and other Reviewers.  

Optimize

• Sensitivity Analysis – can drag bars and view change column, but cannot save custom priority sets

• Allocate, Outputs - Can drag and stretch gantt bars, fund/un-fund non-forced projects, and save their own scenarios. Reviewers cannot utilize suggest schedule.

Visualize

• Can manipulate all visualizations to view how certain changes they make may affect the decision outcome

2. Add / Manage Participant Groups

Participant Groups can be used to be able to organize the individuals that are contributing in the decision process for a given model. Participant Groups can be created like “tags” to be able assign an attribute for given model participants. These groups are flexible and open ended so can represent anything that the decision facilitator desires whether it be Organizational group (Finance, R&D, Operations, etc), Representative Region (North, South, East, West), or any other type of attribute that is meaningful for organizing decision participants.

The additional classification of Participants by Group enables more detailed insights into decision results to a lower level of granularity with the ability to analyze data filtering views based on individual Participant Group inputs.

Accessing Participant Dashboard

Within an active decision: In the Define tab, click on the Participants sub-tab. Clicking the participants sub-tab will bring you to the Participants window.

Creating Participant Groups

In the Manage Participants Control Panel, under the Groups column, you will see the list of all the Participant Groups. 

To create a new Participant Group:

1. Click on the More drop down in the top right of the screen and select Manage Groups.
2. The Manage Groups dialog will display all of the existing Participant Groups previously created. Click Create Group, to create a new group and give the group a title, then click Add. Close out of the screen.
3. To assign an individual to a group, click on the ‘+’ to the right of the participant’s name then add a checkmark(s) to the group(s) the individual should be assigned. Remove the checkmark to remove the participant from the group.

3. Admin Dashboard

The Admin Dashboard section of the application allows Group Admin users to create, delete, update, and view users. Group Admin users can also view all portfolios within the system. To access Admin Dashboard, click on the avatar link and select it from the menu. 

The Admin Dashboard contains charts showing a breakdown of user permissions, user statuses, and recent activity:

NOTE: User's will become inactive if they do not log into Decision Lens (90 days) after the complete registration. 

User Administration

On the Admin Dashboard, Group Admin users can:

• Change the user's role in the system.
• Delete the user. This will remove the user from the system, preventing them from further access to Decision Lens. Any data that has been entered by that user will be retained, and the user will be designated as an unlinked participant.
• View all portfolios in the system.

System Roles

Each user in Decision Lens must be assigned a role. Group Admins can change the role of a user by clicking on the user and selecting a new role:

A summary of each user permission is below:

• Group Admin: can add new user accounts and can add new decisions and can be invited to vote in decisions.
• Portfolio Creator: can add new decisions, and start live decision meetings, and can be invited to vote in decisions.
• Participant: can be invited to vote and participate in decisions.

Adding New Users

To add a new user:

1. Click the Add User button.
2. Enter the new user's e-mail address.
3. Set the user's role.
4. If you wish to add a personal message to the user, check the checkbox and enter your message.
5. Click the Add Users button.

Deleting a User

To delete a user:

1. Locate the user. (Note: you may search by name or e-mail address using the search bar at the top of the screen.)
2. Click the user's name.
3. Click on the Delete User icon.
4. Click the Continue button on the modal window that appears.