Access Level

The colored circles on the security roles settings page define the access level for that privilege. Access Levels determine how deep or high in the organization business unit hierarchy the user can perform the specified privilege. Access Levels include Organization, Parent: Child Business Unit, Business Unit, and User.

Access Mode

A setting that is set after a user account is created. It includes three options: Read-Write Access, Administrative Access, and Read Access.

Access Program Assignment

The Access Program Assignment, also referred to as an AP Billet, is a record that is created for a Contact when an Access Program Request is approved. This entity will monitor the linked Access Program, Billet Number, Contact, Status Reason, briefing information, and nomination dates.

Access Program Manager

The Access Program Manager will possess elevated privileges limited to the Access Program Entities. It's important to note that an AP Manager will have full privileges for creating and updating AP records. However, they won't have the authority to read, append, or append to the AP Status or AP Type on submitted requests. Additionally, they lack access to delete, assign, or share these records.

Access Program Request

Access Program Requests allow all users to apply for access to sensitive areas within the organization for a specified duration. These requests serve as formal records initiating the identification process for individuals seeking approval or denial of access to specific access programs. Users have the option to utilize request templates for streamlined submissions or outline the process steps within individual request records. It's essential to note that creating an Access Program Request necessitates the existence of an accessible Access Program record.

Access Program Request Status

This field will undergo updates whenever an approver alters the step's status. Typically, this status field receives updates from the My Access Program Request queue, which will be explained later. It remains empty upon the initial creation of the record.

Access Program Request Steps

Access Program Request Steps are a structured sequence of actions or stages designed to define the path an Access Program Request will take. These steps serve to establish a clear process for evaluating and managing requests from members who seek to participate in an Access Program. Each step typically involves specific tasks, criteria, or decision points that guide the approval or denial of the member's participation in the program.

Access Program Request Template

Access Program Request Templates are instrumental in streamlining the process of Access Program Requests. These templates hold pre-defined information that can be applied to various Access Program Requests, eliminating the need to recreate the same information repeatedly.

Access Programs

Access Programs refer to a capability designed to monitor and manage an organization's programs or systems that require specific authorization for access. This functionality tracks both the Access Programs themselves and the associated Billet Assignments that grant access to these programs. Access to the records related to Access Programs is typically restricted to assigned Managers and System Administrators, who are responsible for overseeing and administering access permissions within the organization.

Access Program Type

Access Program Type is considered a regular lookup record because it is not visible on the sitemap; instead, you will find it as a field with in the Access Program record. Its purpose is to indicate specific types of Access Programs in order to better organize the Access Program records in the system.

Access To

This field indicates the termination date of a member's access to the Access Program. After this date has elapsed, the record will be visible in the Historical Access Program Request Tab within the My Access Program Requests queue.

Account Information Field

Fields like Username are required to be completed and must have a special name that connects it to the active directory. Other fields include Last Access, Disable On, and Inactivity Disable On which allow Administrators the ability to deactivate a license that is no longer in use.

Action

Is a type of workflow that has a lifecycle, which means it has a set of phases regulated by a team who approves the next step or phase in the action. A DefenseReady action allows the ability for the system to create multiple files, for example, medical or readiness files.

Active

A status of a record in the system. It indicates that the data that is Active is currently being utilized by the organization.

Active Access Program Requests Tab

This tab, located in the My Access Program Requests queue, facilitates the tracking of requests that have been created (as Drafts or Submitted) by the user. The top grid displays requests that remain in a draft state. The bottom grid displays requests that have been submitted.

Active Contacts

People who are working in an organization or agency that is utilizing DefenseReady. They are members of the workforce. Inactive Military contact records also remain active even if they are no longer a part of the workforce.

Active Directory

A database and set of services that connect users with the network resources they need to get their work done. The database (or directory) contains critical information about your environment, including what users and computers there are and who’s allowed to do what. For example, the database might list 100 user accounts with details like each person’s job title, phone number and password. It will also record their permissions.

Active Directory Federation Services (ADFS)

Active Directory Federation Service (AD FS) enables Federated Identity and Access Management by securely sharing digital identity and entitlements rights across security and enterprise boundaries.

Active Records

Records in the system that displays data that is currently utilized in the organization/agency.

Activities Entitiy

Helps a user by providing personal accountability capabilities such as tasks, appointments, phone calls, or emails. These tools allow a user to keep track of the activities that they complete for their job and act as reminders.

Address Listings

A record that assigns a Contact a mailing address.

Admin Bootcamp

This is a Rise Learning Path made up of 12 online courses that are specifically for System Administrators and Power Users to learn how to set up their DefenseReady system from beginning to end.

Administrative Access

A type of Access Mode that allows access to areas that the user has appropriate permission set by security roles but doesn’t allow the user to view or access business data. With Administrative Access, users can create administrators who have access to perform a complete variety of administrative tasks, such as create business units, users, set duplicate detection, but cannot view or access any business data.

Admin Team

A role that can be assigned to an Org Admin of an Org Unit. The user will have shared permissions to all records in their immediate organization and those organizations below them.

Admin Team (Read Only)

A role that can be assigned to an Org Admin of an Org Unit. Like Admin Team, members will have Read Only rights to the data within their organization and those organizations subordinate to them.

Agency

A database and set of services that connect users with the network resources they need to get their work done.

Agency Owner

A user account that is associated with each record created in the system. This user account is also a system account and should not be associated with an individual user. This is to safeguard the organization in case a high-level user leaves the organization and avoids data being lost with deactivation of the user account.

AP Billets

Another name for Access Program Assignments. This is not directly connected to a Billet.

Append

A System Privilege that is required to associate a record with a current record. For example, if a user has Append To rights on an opportunity, the user can add a note to the opportunity. The records that can be appended depend on the access level of the permission defined in your security role.

Area Chart

Commonly used to showcase data that depicts a time-series relationship. Information in an area chart is plotted on the x- and y-axis; data values are plotted using data points that are connected using line segments. The area between the line segments and the axes is highlighted by filling it with color.

Assigned To

A fields located in records that assign a contact to the relevant record.

Associated Records

An icon located with in sections of a some record forms. Usually located beside the + button. The Associated View will display a table of all records related to that section.

Attachment

Record forms have sections where attachments can be uploaded from a device. Attachments require proper format such as pdf, excel spreadsheets, word documents, and something png/jpeg images.

Attributes

All the information that is entered or changed in a form is called an Attribute or a Field. If you add an attribute that relates to another entity, it will display a blue hyperlink because it is now associated with another record in the system.

Audit History

Audit History is available for records that have auditing enabled for the entity. You can check the Audit History of specific records in the system.

Auditing

The verification activity, such as inspection or examination, of a process or quality system, to ensure compliance to requirements. An audit can apply to an entire organization or might be specific to a function, process, or production step. Some audits have special administrative purposes, such as auditing documents, risk, or performance, or following up on completed corrective actions.

Audit Log

A list of all auditing activity appears in this Entity. To open space in the system, these logs can be deleted.

Audit Summary View

Allows users to view time and date stamps on all activated audits. It is the historical data of the auditing that occurs in the system.

Augmentee

A United States military member attached to a unit (battalion or company) as a temporary duty assignment (TAD/TDY). Individual Augmentees can be used to fill shortages or can be used when an individual with specialized knowledge or skill sets is required.

Azure Dev Ops

Azure DevOps Server is a Microsoft product that provides version control, reporting, requirements management, project management, automated builds, testing, and release management capabilities. Permuta uses this product to release solutions to customers.

Back Arrow (Tile Navigation)

Located on the side bar, will allow you to toggle back to the Homepage of the while looking in the Tile Navigation. There is no function to toggle forward.

Backfill

When a Contact is considered a Gain, they are recognized as a Backfill in the Billets Entity. Backfill's are Billet positions that are held for someone who will eventually takeover the Billet when it opens.

Bar Chart

A bar chart is a graph with rectangular bars. Best used to compare things between different groups or to track changes over a short period of time.

Billet Candidate

When a Workforce Sourcing Lead is deactivated, a Billet Candidate record is created. The Billet Candidate record displays data of a contact that is being considered for a Billet but not yet accepted/arrived to the organization. Members of the workforce or new talent that hold qualifications that satisfy certain roles or duties and are considered by Managers to fill a vacancy in the organization. DefenseReady allows managers the ability to track and suggest candidates for a Billet.

Billet Entity

The Billet Entity holds records of the Billets in the system. A billet defines the job/role/position someone in an organization get's paid to fill.

Billet Projections

Records that can be added to Billet records in the Billet Projections section. This record holds information on when a Billet will be available to be filled.

Billets (Spaces)

A Billet is a foundational data point that assigns a position, assignment, and/or duty station to a Contact in the DefenseReady system. It can also refer to the position of the members of a unit. A Billet record cannot be created without being associated to an Org Unit. (Org Units should already be created in the system.)

Billet Vacancy

Entity found in the Workforce Module under the Manning File. This entity holds records that allows a user to report a vacancy in a space that is available to be filled in the organization. This alerts managers to begin looking for talent to be assigned to the billet. Record form includes Announcement Number, Billet, Open Date, Close Date, and Announcement.

Blue Crosses

(+) Located beside fields that are encouraged to be completed (but not required) in a record form.

Blue Hyperlinks

Data in a record row that is colored blue and when clicked, will open the related record.

Bottom Ribbon (in an Entity)

Located at the bottom of an Entity. Allows a user to look through a view of records using an alphabetical strip or toggles arrows. The page number and number of pages will also be displayed on the ribbon indicating which page you are currently viewing.

Branch Clearance Expiration

Date that indicated when the Branch Clearance will end. Member will no longer be able to have a clearance to enter the organization.

Branch Clearance Release

Date that indicated when the release will take place. Member will have the ability to access the organization facilities on this date.

Branch(es)

Six groups of people that fall under the U.S. Armed Forces or the military. These groups include, Air Force and Air Force Reserve, Air National Guard, Army and Army Reserve, Coast Guard and Coast Guard Reserve, Marine Corps and Marine Corps Reserve, Navy and Navy Reserve, and Space Force.

Business Process Flow

Ensure that people enter data consistently and follow the same steps every time. It defines a set of steps for people to follow to take them to a desired outcome and provides a visual indicator that tells people where they are in the business process. In DefenseReady an example of a business process flow is found in the Workforce Sourcing Lead process.

Business Unit

A logical grouping of related business activities. Each business unit will be assigned to an Agency, includes security roles, and assigned users are linked together in a way for conforms to the role-based security model.

Calendar Icon

Found in a field of a Record Form and allows a user to locate the date that they want to connect to a record.

Categories

Processes enable you to model real-life business processes. There are four categories for processes: Action, Workflow, Business Process Flow, and Dialog.

Chart

A graphical representation for data visualization, in which "the data is represented by symbols, such as bars in a bar chart, lines in a line chart, or slices in a pie chart." DefenseReady Charts can be found in all Entities. They can be created as Personal Charts or System Charts showing visual data of the relevant entity.

Chart Arrow

Located on the side panel of the records in an Entity. This will allow your Charts feature to pop out. The displayed Chart represents the data found in the records that you see on the left.

Chart Icon

The image of a chart found on the right-hand corner of a Chart located on a Dashboard allows a user to click on the icon and view the Entity that the chart is associated to. The entity will display all records found in the component’s entity.

Chart View Selector Arrow

Gives you a selection of charts to view. The "System Charts" are the Charts and Dashboards that have been created by a system administrator. You can also select from "My Charts" which are charts that have been created and saved by you or someone who has shared the Chart or Dashboard with you.

Child Business Unit

A child business unit is a business unit that is immediately under another business unit in the business hierarchy of an organization. Records owned by users or teams in their child business unit or ANY business unit that sits below the user’s business unit has permissions to Read records.

Claims-Based Authentication

Enables systems and applications to authenticate a user without requiring the user to disclose more personal information (such as social security number and date of birth) than necessary.

Classified Abbreviation

A field found in the Agency record which describes the Agency Name. For example, The Agency: Training Academy is known as TA (classified abbreviation).

Client Access License (CAL)

Create when a user account is created. By default, the CAL is set to Professional, but it can be changed by users with the correct security permissions. Other CALs include Professional, Administrative, Basic, Device Professional, Device Basic, Essential and others.

Coalition Partners

Foreign governments that work with the U.S. Armed Forces through the buying and selling of defense articles, services, and training. Coalition partners request material that is being used by U.S. Soldiers.

Collaboration File

File found in the Settings Module that organized the COI and Teams Entities.

Column Chart (Historgram)

A column chart is a data visualization where each category is represented by a rectangle. Is best used to summarize a wide range of discrete or continuous data over a long period of time.

Column Drop Down Arrows

A drop-down arrow found beside each column heading after the Filter Icon is clicked. The drop-down arrow will give you options on how you would like to sort the information in that column.

Column Heading

The labels found at the top of each column of a grid. The grids organize all the data that applies to the entity.

Comm Device Listings

A record that gives a Contact a type of communication. This can be phone number, email, or fax number.

Communities of Interest (COI)

Groups created by a user. This feature gives users the flexibility to assign themselves, other users, or people in the organization as part of these groups.

Communities of Interest Members

COI (Community of Interest) Members Entity holds the records that display all the contacts in the system. The records indicate which Community of Interest the user is assigned to. With the correct security role, this entity will allow you to join or add users to specific Communities of Interest.

configuration

The arrangement or set-up of the hardware and software that make up a computer system. System Administration can configure advanced settings, including settings for organization, business management, marketing, and event management. Review quota limits. Manage marketing content, including images, keywords, reusable content blocks, and videos. Manage templates.

Contacts

A record that is created to track a member of an organization. A Contact does not have to be a DefenseReady User. All data begins with the contact's record.

Contacts Entity

This record is public and available to all users. Basic information is included in the Contact Record such as First and Last Name, Organizational Unit, and Job Title.

Contractor

Also referred to a Private Military Contractor. A private military contractor is a company or individual which offers services which are related to the military, using a force of trained civilians, many of whom are ex-military.

Cookie Crumbs

The phrase used to describe the titles that appear in the Top Navigation Bar that display where the user is in the system. The Module, Entity, and an opened Record name will be displayed when they are selected by a user.

Create Personal View

This button is in the view selector arrow menu. It is used to open the advanced find window to create a personal view that will appear in the My View portion of the view’s menu.

Create Privileges

Required to make a new record. Which records can be created depends on the access level of the permission defined in your security role.

Customized Security Roles

Any security role created that is bit available in the Out-Of-Box Security Roles provided by Permuta. When a user changes the security role model found in the Security Role Activity Feeds, they are customizing a security role. New security roles can also be created in a business unit.

Dashboards

A collection of dynamic charts, lists, calendars, and other entities giving you an at-a-glance snapshot of the key performance indicators that you want to track. In other usages, "dashboard" is another name for "progress report" or "report" and is considered a form of data visualization.

Data

Information that is entered into fields of a form.

Data Encryption

Dynamics 365 Customer Engagement (on-premises) uses standard SQL Server cell-level encryption for a set of default entity attributes that contain sensitive information, such as usernames and email passwords. Customer Engagement (on-premises) users who have the system administrator security role can change the encryption key at any time.

Data Imports

Data Imports can be completed in the Data Imports application or within an Entity. The Data Imports application will display the status of all imports in the system.

Data Management

Data management is the practice of collecting, organizing, protecting, and storing an organization's data so it can be analyzed for business decisions. As organizations create and consume data at unprecedented rates, data management solutions become essential for making sense of the vast quantities of data.

Deactivate

When a record is deactivated, it does not delete from the system. It becomes an Inactive record and remains in the system as a Read Only record.

Default Business Unit

A single business unit was created on the initial set up of DefenseReady. It is also called the Parent or Root Business Unit. It is set up with Out-of-the-Box Security Roles and sits at the top of the Agency’s hierarchy security role-based model.

DefenseReady/FederalReady

A proven joint system, purpose built for DoD and national security organizations. This is a software system that provides common operational picture for leaders within all military service branches and components. It helps organizations consolidate and rationalize applications, integrate insights, aggregate, and visualize data, and automate business processes. It also gives employees visibility within the organization visibility over their data, taskings, and assignments.

DefenseReady Logo

The title of the product that when clicked, will redirect a user to the homepage screen.

Delete Button

Located on the dynamic ribbon of all records in the system. This button allows a record and its data to be completed removed from the system. This option is not encouraged to be utilized unless there are multiple records which hold the same data in the system.

Delete Privileges

Required to permanently remove a record. Which records can be deleted depends on the access level of the permission defined in your security role.

Demographic Information

The makeup of the workforce is based on race, ethnicity, gender. Other demographics include the breakdown of branch type, ranks, service skills, duty status, enlisted and officer personnel. This information is included in a Workforce Sourcing Lead Record as well as a Contact’s record. Fields indicate demographic information such as gender and citizenship.

Dependency Search

A method of identifying and locating related records or actions that are found in the system. DefenseReady utilizes the Advanced Find tool to locate all dependencies. For example, a dependency search can be run on an outgoing user account to see if there is anything else that needs to be shared with the incoming or replacing user.

Development/Demo Environment

The second of testing DefeneReady is that you will be provided a Dev or Demo Org. This Org will include data that is created for visual use and functional practice only. The data is not accurate and will not be utilized by your organization. It is simply a place to learn, create, and practice using DefenseReady.

Disable Account

When a member leaves an organization abruptly, you can disable the account to make a license available to another user.

Document Templates

Document Templates in DefenseReady usually take the form of Word or Excel documents. Excel templates, you can easily create and share your customized analysis with others in your organization. After you create and import Office Word templates into DefenseReady, with one click users can generate standardized documents automatically populated with your organization's data.

Double Click

To open a Record Form, you need to click your mouse selector arrow two times as it is hovering over a Record Row. Make sure the row turns blue to indicate that you have selected the correct record. Make sure to double click on a blank space in the record’s row.

Drill Down

When you click on a section of the Chart, a Field Box will appear. You will also notice that the records on the left-hand side change. This is because you are drilling down and viewing a chart that only displays the data that has been selected in the area that you clicked on. This box will give you the option to select a field of data and which Chart you would like it to be displayed in.

Duplicate Detection Jobs

Users with the correct permissions can create a record to search the system for any duplicate records. This can be done in bulk and the status of the job will be indicated.

Duplicate Detection Rules

Records were created to create, modify, and publish duplicate detection rules. Detection rules cannot be applied to the system without publishing a record. When a duplicate record is indicated, a warning window will appear to inform the user.

Duplicate Detection Settings

This enables duplicate detection rules for an organization. It will detect duplicates when a record is created or during an import. If this setting is not enabled, duplicate detection rules cannot be applied

Duration Time

This field will update automatically, tracking the elapsed time in days, hours, and minutes from the submission date of the Access Program Request. This functionality enables the system to alert you as the Suspense Date approaches.

Dynamic Capability

A collection of organizational routines that enable a firm to perform some set of tasks on a repeated or consistent basis. In DefenseReady, dynamic capabilities means that all data entered in the system will automatically populate in all associated entities in the system without having to repeatedly enter data into each entity that the data applies to.

Dynamic Ribbon

Located before the Top Navigation Bar and displays functions that change depending on which entity, dashboard, record, or form is opened in the system.

Dynamics 365 CRM

This is the platform that needs to be installed on your system before DefenseReady can be active. Dynamics 365 is a combined CRM and ERP product that includes full Dynamics AX suite for ERP and the Business Edition includes the financial suite built from Dynamics NAV. Unlike its predecessor, Dynamics 365 eliminates the traditional silos that exist between external (CRM) and internal (ERP) information.

Ellipses

This symbol appears on the dynamic ribbon (looks like: ...) when there are more functions or buttons to utilize but the screen is not large enough to display all these functions on the dynamic ribbon. Clicking the ellipses will display a menu of more functions found on the dynamic ribbon.

Entity

An application that organizes specific data in the form of rows.

Entity Audit

Tracking the activity and usage for a specific entity like Service Files, Duty Status, and Billets.

Environments

The overall structure within which a user, computer, or program operates.

Excel Spreadsheets

DefenseReady reports can be downloaded as an Excel spreadsheet and saved to your device. Excel Spreadsheets with the correct headings can be uploaded into the system.

External Imports

Applications that allow for customization of imports into DefenseReady. Tools like XrmToolBox and Kingsway Soft are utilized to import exceptionally large volumes of data.

Features

Elements of a record that allow a user to utilize the record. Features can include a bottom ribbon, double clicking on a highlighted row, hyperlinks, and charts.

Federal Civilian

One of the 2 million-plus members of the U.S. government's nonmilitary workforce. The jobs range from scientist to janitor to federal judge to senior executive. The government is the United States' largest employer.

Field Audit

Tracking the activity and usage for specific fields found within an Entity form.

Field Level Security

Field-level security can be used to restrict access to highly sensitive fields to specific users and teams. Depending on the level of access, these users and teams may also share access to these fields with other users.

Fields

The lines in a form where data is entered. Some fields appear as look ups, calendars, numbers, or open space.

file

A grouping of entities found in the Modules. The Files are the headings that the entities fall under that organize each Module.

Files

The way that a module's applications are organized. Each file holds relevant applications/capabilities.

File Uploader

A window that appears when a user add's a file to a record form. It accesses a user's device to locate relevant documents.

Filters

Capabilities like the Strength Report, Calendars, Logs, and others include filters that allow specific information to be search, such as, Service, Branch, Pay Rate, Org Units, and Sub Orgs Category, Projection Days, or Contacts.

Form

When a record/row is double clicked, the form will appear. The form allows users with the correct security permissions to enter data in fields that update the relevant record.

Form Section Menu

A three lined icon found in every record form that will display a list of sections that are available in the record's form. Click on a section in the menu to locate the section quickly.

Gains File

Records within the Gains File are categorized based on their corresponding services. Once the Workforce Sourcing Lead process is completed, the lead is recognized as a Gains File record. In this Gains Record, you can find information such as the estimated arrival date and the specific backfill billet to which the contact has been assigned.

Gains Security File

The Gains Security File records are created when a Contact’s Gains File is created. Security related data entered into the Gains File record, will rollover to the Gains Security File Record. The Gains Security File records tracks Personal Data, Foreign related data, Investigation data, and screening information.

Global Auditing Settings

Settings that must be enabled to allow the tracking of activity in User Accounts. You enable auditing for user access as well as common entities.

Global Search

Allows you to keyword search from 10 selected entities in the system. These settings can be assigned in the Options menu.

Go Live

This is when DefenseReady becomes operational and available for the use of the allowed users of an organization.

Historical Access Program Requests Tab

This tab, located in the My Access Program Requests queue, displays access program requests where the access to date is before today.

+ Icon

This icon indicates that a new record can be created in a section located in a record form.

Inactive

A status of a record in the system. It indicates that the data that is Inactive is not currently being utilized in the system but is still available in the system as a deactivated record.

Inactive Contacts

Contacts in the system who have left the organization/agency and no longer are a part of the workforce. The information remains in the system as deactivated in case it needs to be reactivated later.

Inactive Records

Records in the system that have been deactivated because the data is no longer utilized in the organization/agency. These records remain in the system in case they are to be reactivated later.

Installations

Software Installation means installation Services of additional software not part of the original image but required for the Authorized User. Software Installation means the physical installation of the Software on each Designated Workstation for which You acquire a License. Dynamics CRM, NuGet Package Explore, and DefenseReady all need to be installed for your software to be utilized.

Legacy DefenseReady Version

This version of DefenseReady is being phased out. It is an all-encompassing version that gives customers all applications available in the product.

License Type

This sets the user CAL and determines what features and areas are available to the user. This feature and area control is separate from the user’s security role setting. By default, users are created with Professional CAL for the most feature and area access.

Limited Admin Team (Read Only) Role

Users will only have permissions to Read those records within the Org Unit in which they belong.

Limited Admin Team Role

Users will only Read, Write, and Share those records within the Org Unit in which they belong.

Look Ups

System Administrators add look up data in the system to give an option in certain fields that allow records to be associated throughout the system.

managers

People who have a Security Role give them permissions for more advanced functions of the system. Managers have permission to create, assign and utilize the entities found in the Routing File of the Workforce Module.

Manning File

Organizes applications that track the personnel of an organization. Applications include: Strength Reports, Workstations, Billets, Organizational Units, and Workforce Assignments.

Manual Mapping Imports

Emulating what the system will normally do when data is imported into an operating system by typing data into individual fields of a source sheet.

Military Roll-Up Files

An Entity that holds records of specific data from associated service files in the system. The data is relevant to contacts that have a Military File Record. Records of non-military contacts will not be rolled up in the Military Files (Roll-Up). These are ‘Read Only’ but Notes can be added by members with the correct security permissions.

Mission Module

This module holds applications that are relevant to an organization's mission. It captures organizational mission requirements, and plan their fulfillment by sourcing resources form the workforce.

Modules

A grouping of files and entities found in the DefenseReady System. The modules group together the entities utilized by users. DefenseReady Modules include: Workplace, Workforce, Mission, Finance, Training, Security, Assets, and Settings.

My Access Program Requests

The queue or web resource, My Access Program Requests, serves as a platform where Managers can update the Request or Step they are assigned to. This queue tracks four tabs that include specific grids: Request Awaiting Approvals, Request Awaiting Team Approval, Active Access Program Requests, and Historical Access Program Requests.

My Dashboards

A list of dashboards found in the view selector arrow of the Dashboards entity. These are dashboards that are created by users in the system. These dashboards can be edited, shared, or assigned by the user that created them.

Native Imports

Intended for high-speed data transfer of data between SQL Server tables. If you use a format file, the source and target tables do not need to be identical. Recommended for bulk transfer data. This includes importing using a template, within an entity, and manual mapping.

+ NEW

Button on Dynamic Ribbon that allows a user with the appropriate security permission to create a new record within an Entity.

Next Gen DefenseReady Version

The most recent version of DefenseReady replacing the Legacy version. Starting in 2017, Permuta began transitioning customers to the 9.0 Next Gen versions because customers can only receive the specific applications that are relevant to them rather than all applications that Permuta has to offer. The 9.1 version is a Cloud capable environment.

NuGet Package Explorer

NuGet package is a single ZIP file with the. nupkg extension that contains compiled code (DLLs), other files related to that code, and a descriptive manifest that includes information like the package's version number. Developers with code to share create packages and publish them to a public or private host. Package consumers obtain those packages from suitable hosts, add them to their projects, and then call a package's functionality in their project code. NuGet itself then handles all the intermediate details. This is what customers download to install DefenseReady onto their environment.

On-Premises Hardware

On-premises means a software & hardware infrastructural setup deployed & running from within the confines of your organization. You have complete control over the infrastructural setup. Data stays in your private network, nobody other than your team has access to the information.

Org Admins

Org Admins allow for sharing of records based on a role you fill within your organization. When a member is assigned as an Org Admin within an Org Unit, that member will then be granted additional rights to see records based on the CRM OOB function of sharing records.

Org Admin Teams

Org Admins can be associated with Teams like: Medical, Training, Assets, Finance, Security, and Performance in an Org Admin Record.

Organizational Unit (Org Unit)

Organizational Units, also be known as formations that are defined by either combat, combat-support or non-combat in capability that includes service personnel predominantly from a single arm of service, or a branch of service, and its administrative and command functions are self-contained.

Organization Information fields

A section in the User Account record that requires the Business Unit field to be completed. Other fields include the Manager and Position of the user.

Out-of-the-Box Security Roles Model

Default security roles assigned to User types on initial set up of software.

Out-of-the-Box Solution

Out-of-the-box (OOTB) solutions are also referred to as commercial-off-the-shelf (COTS) solutions. They get shipped as-is and require little or no configuration. OOTB software comes with predesigned, pre-packaged templates, forms, workflows, etc.

Package Deployer

Microsoft Dynamics CRM Package Deployer enables administrators to deploy packages to a Microsoft Data verse environment. You can use the Package Deployer tool (packagedeployer.exe) to deploy packages from PermutaGit.

Parent Business Unit

Also known as the Root/Default Business Unit. It was created on the initial installation of the software. A business unit can only have one Parent business. The Parent Business Unit will have security role permissions to all records and under the business unit.

Parent: Child Business Unit (Level Access)

This access level gives a user access to records in the user’s business unit and all business units subordinate to the user’s business unit.

Permuta Apps

There are over 150 Permuta Applications that a customer can choose from. They can decide from the suite of applications that are organized into groupings, also known as modules.

PermutaGit

A digital community for Permuta customers using the Azure Dev Ops capabilities. It allows Permuta’s developers to push out installation and updates of DefenseReady to customers. Customers can then download these updates to their environment.

Personal View Imports

Creating a personal view within an Entity will allow a user to download a customized source sheet and import data to the personal view.

Personal Views

Personal views are created by individuals, allowing them to organize columns and headings in a way that benefits their individual needs.

Personnel Files

Located in the Workforce Module. Organizes applications/capabilities of current and departed personnel, independent of type - manage contacts, workforce files, augmentees, and others.

Pin View

Every View Menu has a Pin icon beside it that will allow a user to select a view then click the Pin icon in order to make the pinned view the default view that appears when the entity is open.

plugins

Also called add-on or extension, computer software that adds new functions to a host program without altering the host program itself. Widely used in digital audio, video, and Web browsing, plug-ins enable programmers to update a host program while keeping the user within the program's environment.

Plugin Trace Log

The Plugin Trace Log reports trace and exception information that are generated by plugins and custom workflow activities. This log can be shared with Permuta’s team to locate system errors and troubleshoot issues that occur in the system.

Power Apps

Apps with advanced functionality including pre-built AI components.

Privileges

Required to give ownership of a record to another user. Which records can be assigned depends on the access level of the permission defined in your security role.

process approver

A person or team that is assigned to approve a step outlined in a Routing Action Template that is assigned to a Routing Action.

processes

The set of related tasks necessary to be completed in a chronology to get work done. DefenseReady processes are often referred to as workflows. Processes is also the application where processes will be created.

Production Environment

The final stage of implementing DefenseReady is to assist with installing the Production Environment into your organization's instance. The Product Team has built the requirements and this Org is where a System Administrator will be able to start actively testing the software on your hardware. For this part of the implementation, Permuta will import an organization's data, set up configuration, and train on best practices to use when building DefenseReady.

Projections

Managers use projections to plan for future changes in funding and personnel to an organization. The Billet Projections Entity allows a manager to know the personnel changes that will cause billets to become open. Managers can plan for the faces needed to fill the spaces in their organization. The Billet overwrites the Billet record that it is associated with. There can only be one “accepted’ change per fiscal year unless the change is made within the past 6 months.

Queues

Queues are utilized for users to view, track, create, and act on an approval. These capabilities are found in the Workplace Module under the My Data section. Some queues include, My Training, My Evaluations, My Access Program Requests, My Routing Actions, My Checklists and many more.

Quick Create Button

Located on the Top Navigation Bar to make a simple record that you need access to quickly. This will allow you to connect the record to different entities. It is also used mainly for creating contact records that a user will frequently access. Make sure the contact’s name is not already in the system before creating a new contact record.

Range Selector

Use sliding scale to modify the date range thresholds used to calculate the percentages in the SR. Any percentages that fall below the threshold will be highlighted Red (Low Strength), percentages that are above the threshold will be Green (High Strength), and any percentages within the threshold will be highlighted Yellow (Medium Strength).

Read Access

A type of Access Mode. Allows access to areas for which the user has appropriate access set by security role but the user with Read access will only view data and can’t create or change existing data.

Read Only

Some records are set to 'Read Only,' meanings they can not be edited or changed. The record form will have a yellow strip at the bottom of the form to indicate that the record can only be viewed.

Read Privileges

Required to open a record to view the contents. Which records can be read depends on the access level of the permission defined in your security role.

Read-Write Access

A type of Access Mode. By default, users have Read-Write access that allows them access to data for which they have appropriate permission set by security roles.

Recent Activity

The button on the Top Navigation Bar opens a menu of recently viewed records, dashboards, reports and other applications. These items will disappear after 14 days if not accessed within that time.

Record

Also known as a Row, the record is displayed in an Entity and organizes the data that is entered into the system.

Red Asterisks

(*) Located beside a field that is required to be completed in a record form.

Referral Information

A section found in some record forms. Fields indicate referral information such as referred by and referral remarks.

Rejected

If a Workforce Sourcing Lead is Rejected, the record because Inactive in the system and does not get accepted as a Gains File record.

Reject to Step

This field functions as a lookup in an Access Program Requests capability (including Request Templates), yet it possesses unique characteristics. As you create additional Step records, they will populate this lookup, enabling you to select previously created Steps within this series. This facilitates the process of reverting the action of rejection to a previous Step in the series. Typically, this field remains empty upon the creation of the first step in the sequence. It is advisable to utilize this field starting from Sequence 2 and onward for optimal workflow.

Report

Reports that system administrators create which can be accessed and utilized by users with the correct security permissions. These reports cannot be edited, shared, or assigned to other users. They are also referred to as SQL reports.

Report Wizard

The tool used for Reports to be created. This window will appear when someone clicks Run a Report, and a user can adjust the filtering criteria to assign the data that will appear in the report.

Requests Awaiting Approvals Tab

This tab, located in the My Access Program Requests queue, facilitates the tracking of requests awaiting approval by an individual/Contact assigned to an AP Step. The top grid tracks request that does not include steps. The bottom grid track requests include steps assigned to the specified Contact.

Requests Awaiting Team Approvals Tab

This tab, located in the My Access Program Requests queue, facilitates the tracking of requests awaiting approval by a Team assigned to an AP Step. The top grid tracks request that does not include steps. The bottom grid track requests that include steps.

Request Template

The Request Template field functions as a lookup, presenting a menu of pre-established Access Program Request Templates. These templates are designed to automatically populate specific data into the Access Program Request record.

Requirements

A Section located in the Billet Projections record that includes service data like component, branch, service grade, service skill, workforce category, clearance level.

Resize

An area between the charts window and a records window that allows a user to increase the window size of a Chart. When you hover your arrow over this area, you will be able to resize the Charts window to suit your needs.

Rise

The Learning Management System (LMS) that allows a user to learn how to utilize DefenseReady/FederalReady.

Role-Based Security

Role-based security focuses on grouping a set of privileges which describe the responsibilities or tasks that will be performed by a user. DefenseReady includes a set of predefined security roles for the major sections of the application. These security roles can be assigned, Administrators have the option to copy them as a starting point and modify them to meet their organization’s needs or new Security Roles can be created.

Root Business Unit

Also referred to as the Parent or Default Business Unit, it is set up on the initial installation of your software. It cannot be deleted and remains at the top of the business unit hierarchy.

Routing Actions

Managers and System Administrators use this Entity to create and assign Checklists and Routing Actions to a user in the system. Some standard users have permissions to create a Checklist or Routing Action in this entity, but the completion status can usually only be changed by a manager, assigned team or person require for the approval process. Records that are created in this entity are organized by Views.

Routing Action Steps

Holds individual records of each step from an assigned checklist. Each step of a Checklist or Routing Action can be updated in this Entity.

Routing Action Templates

Sets predetermined steps for Process and Workflows that assign a team or group of people to approve actions or events that occur in a sequence of steps.

Routing File

Holds the Entities which allow a supervisor to assign you a Checklist of Items to complete. You can also create Routing Actions for a Workflow that your supervisors need to review.

Routing Templates

Templates include predetermined steps that can be applied to multiple Routing Action Records. The templates make the creation of a Routing Action process much faster.

Save & Close

Button located on the Dynamic Ribbon that will save a record and close the window to return to an entity.

Save Filter as New View

Located within the View Selector Arrow, this feature becomes available once the data in an entity's grid has been rearranged. After utilizing the Filter view option to establish a new data order within a column, you can choose to save this filtered arrangement as a new view, which can be labeled as "My View."

Save Icon

An image of a disk located in the bottom right corner of every record form. When clicked, changes to the record will be saved to the system.

Scheduled Snapshots

Enables a user to establish a specific date and time for generating a report on a predefined schedule. Scheduled Report Snapshots will display data exactly as it appears at the designated date and time when the snapshot is generated. These reports are immutable and cannot be subject to edits or modifications.

Screening Information

A section in a record's form. Fields indicate an individual's screening information such as Personnel, Medical and Security Screening.

Search Entities Tile

The Search Entities Tile allows for a user to search all applications available in the system.

Section Drop Down Arrow

Each Section of a Form has its own drop-down arrow which will expand so that you can edit the attributes/fields. These arrows can also be used to shrink the section so that you can decrease the amount of information that you are viewing while working in the Form.

Section Menu

Located in a record form and gives a list of the sections that the form is organized in.

Security Application

Holds applications that allow a user to access and control user accounts, teams, business units, security roles, and hierarchy security.

Security Module

Holds capabilities that organize all Security related data. Data is organized into many applications like the Security Files, Access Programs, Visitor Access, Foreign Travel, Security Incidents, Facilities and Authorizations, and Security Screenings.

Security Role Privileges

Each Security Role consists of record-level privileges and task-based privileges. Record-Level Privileges define which tasks a user with access to the record can do, such as Read, Create, Delete, Write, Assign, Share, Append, and Append To. Task-based privileges are located at the bottom of a form and give a user privilege to perform specific tasks, such as publish articles or perform a mail merge.

Security Roles

You can assign more than one security role to a user. The effect of multiple security roles is cumulative, which means that the user has permissions associated with all security roles assigned to the user. Administrators can also create teams, apply security roles to those teams, and add users to each team. All users that belong to a team inherit the security roles applied to that team for as long as they remain a member and lose those roles as soon as they leave the team (other than roles also granted to them personally or by other teams they are on).

Security Token Services (STS):

The Microsoft identity platform authenticates users and provides security tokens, such as access tokens, refresh tokens, and ID tokens. Security tokens allow a client application to access protected resources on a resource server.

Sequence Number

This field is a text field utilized by users to specify the sequence order of this step within the series, found in an Access Program Request Steps record. It is populated with numerical values starting from 1 and continuing sequentially. Its significance lies in determining the progression of the request process.

Service Data Information

A section in a record's form. Fields indicate an individual's Service Data such as component, Service Branch, Grade, and Skill.

Service Files

When a Gains File record is deactivate, the contact's Service File is created. This means that a member has ben accepted and has arrived to an organization. A member's Service File will be created in their respective Service. Each record holds human resources data pertaining to each contact (member) of an organization.

Settings Module

Holds applications that allow a user to set up and manage data in their system. Locate the settings module to locate the Agencies, Security, and Data Management apps.

Share Privileges

Required to give access to a record to another user while keeping your own access. Which records can be shared depends on the access level of the permission defined in your security role.

solution updates

Permuta’s product team will inform an organization of available updates. The solution’s updates are available to be downloaded using Permuta Git.

Sourcing File

Allows organizations to track information for workforce Sourcing Leads who are applying to their agency. Users have a streamlined process for screening applications, managing background checks, and conducting security investigations and interviews.

Special Access Programs (SAPs)

Special Access Programs, referred to as SAPs, aim to protect national security by employing enhanced security measures to strictly enforce need-to-know. They also have safeguarding and access requirements that exceed those normally required for information at the same classification level.

Sponsor

The Sponsor field allows the assigned member to view and submit Access Program Requests. If you are assigned a Sponsor, the associated record will appear in your My Access Program Requests queue.

SQL Report Services Report

Allows users to run reports that are already built into the system. They are also referred to as system reports.

standard user

People who have a Security Role that grants them the use of the most basic functions of the DefenseReady System. Standard Users do not usually have permission to create, assign, or utilize all entities found in the Workforce Module. The Standard User will have access to view and utilize the entities found in their Workplace Module.

Static Report

Reports that remain static despite alterations in system data or the introduction of new data. These are the reports that can be downloaded as Excel Spreadsheets, and the data within them will remain unaltered or unable to be updated unless modified manually.

Strength Report

A report that displays data on authorized personnel, billet projections, and vacancies. These reports can be filtered by service branch, future projection date range, and strength thresholds.

Strength Threshold Box

To remove all threshold colors, uncheck this box.

system administrator

People who have full access to the DefenseReady Software. They can make changes to the software to fit the organization’s needs. They can utilize every Module and Entity provided to the organization.

system architecture

A system architecture is the conceptual model that defines the structure, behavior, and more views of a system. An architecture description is a formal description and representation of a system, organized in a way that supports reasoning about the structures and behaviors of the system.

system customizers

The System Customizer role is like the System Administrator role which enables non-system administrators to customize Microsoft Dynamics CRM. A Customizer is a user who customizes entities, attributes, and relationships.

System Dashboard

This is a compilation of dashboards accessible via the view selector arrow within the Dashboards entity. These dashboards are exclusively generated by system administrators and do not permit editing, sharing, or assignment to other users.

System Jobs

The System Jobs entity holds records that report the status of an action like a process or workflow that you ran in the system. You could view if your job failed and why as well as which jobs are completed and successful. It is also where you can locate the Plugin Trace Log which explains what is happening in the system.

System Views

System Views are seen by all in the organization. System Administrators can create System Views that organize columns and headings in a way that benefits all members of the organizations.

Team

Team records are created when and Org Unit record is associated with a User Account. The team outlines a group of people who have sharing permissions between each other. A user can be in multiple teams that all exist within the same business unit.

Team Privileges

Users are granted these privileges as members of the team. For team members who do not have user privileges of their own, they can only create records with the team as the owner and they have access to records owned by the Team when Basic access level for Create and Read were given.

Test Environment

The first environment that you will get to explore is your Test Org, often referred to as Test Drive. We don't provide data for this environment; it is simply used to test the functionality of DefenseReady.

Theme

The DefenseReady theme includes colors, logos, and other visual features that can be changed to fit an organization’s style.

Tile Navigation

Tiles or Rectangular buttons that allow a user to access the Modules. These tiles drill down to files and then to the Entities found in the DefenseReady System. The Tile Navigation can be found by clicking the DefenseReady logo.

Time Stamp

Found at the bottom of a Report. It will provide the Date and Time that you ran the report. In the Admin section of each record, time and dates are reported when a record is created or modified.

Tooling Extractor

This tool was created by a Permuta developer to install the NuGet Package Explorer safely to a customer’s environment.

Tools

Menu found on the Dynamic Ribbon which allows you to begin a routing action, clone a record, or view who can see the relevant record.

Top Navigation Bar

The down-arrow on the top blue bar of the system will allow a user to access a menu of modules and entities quickly.

Training Module

Monitors an individual's educational background, certifications, and qualifications. Clicking this tile triggers the appearance of the Training Files Tiles/Applications.

Troubleshooting

Troubleshooting is a systematic approach to solving a problem. The goal of troubleshooting is to determine why something does not work as expected and explain how to resolve the problem.

Type

A field that indicates if a contact is Military, Civil Service, or a Contactor.

User Account

A person who utilizes DefenseReady/FederalReady system is required to have a User Account. The Account username connects the user’s information to the Active Directory so that sign in can occur.

User Information fields

A section in the user account that requires the Full Name field to be completed. Other fields include Contact, Agency, Title, Email and Phone Numbers.

User (Level Access)

This access level gives a user access to records that the user owns, objects that are shared with the user, and objects that are shared with a team that the user is a member of.

user privileges

User is granted these privileges directly when a security role is assigned to the user. User can create and has access to records created/owned by the user when Basic access level for Create and Read were given. This is the default setting for new security roles.

Vacancy

An unoccupied position or job. In an organization, when a Billet is not assigned, that means there is an opening for someone to fill it. Each Billet allows a user to report a vacancy in a space that is available to be filled

views

Each entity that is accessed in the system includes a view. The views organize all the records in the entities. It can be found by clicking the view selector arrow. A menu of the views will be displayed and organized into System Views and My Views.

View Selector Arrow

Each Entity and some other applications have a View Selector Arrow that, when clicked, displays a menu of views.

web pages

Different than entities, these pages can organize the data in the system by displaying it in the form of calendars, logs, queues, and dashboards.

Web Resource

A web resource is an application that is created using a third party tool such as Kendo. Web Resources often appear as calendars or logs.

Windows Authentication

Authenticates the user by validating the credentials against the user account in a Windows domain. Basic authentication verifies the credentials that are provided in a form against the user account that is stored in a database. Enables users to log in with their Windows credentials, using Kerberos or NTLM.

Word Templates

Utilized when you or your organization has a specialized or personal letter, memo, or letterhead that is unique to your organization and needs to be shared with members of the organization.

Workflow

A sequence of tasks that processes a set of data. Workflows occur across every kind of business and industry. Anytime data is passed between humans and/or systems, a workflow is created. Workflows are the paths that describe how something goes from being undone to done, or raw to processed. DefenseReady entities like checklists, routing actions, boards and anything that appears in a queue is a workflow.

Workflow Scope

The scope defines the range of records/users that are affected during a workflow event. The scope range can be a user, business unit, parent child business unit, and organization.

Workflow Steps

A series of events that a workflow follows to perform the relevant task. Steps include Condition Steps that specify certain statements for example “if-then.” Business Unit steps can apply a wait condition. Parent Child Business Units defines steps like create, update, assign records, send emails, perform action, change status, and stop workflows.

Workflow Types

There are four types of Workflows. Out-of-the-Box workflows provide options for events such as Create, Update, and Delete. They can also be run on demand. Custom Workflows allow other workflows to be extended using .NET and write more complex automation to be done because of triggering the workflow. Synchronous workflows are considered Real-Time Workflows. They are triggered immediately as soon as the event is triggered in Dynamics CRM. Asynchronous Workflows are not triggered immediately and run in the background as resources from the system become available.

Workforce Assignments

A workforce assignment is the duty role, job title, or duty assignment that a member of an organization’s workforce is performing. This assignment may be temporary until another contact can accept the position. It is the job that someone is performing, but they may be assigned to a Billet that describes a different duty role, job title, or assignment. When a person is placed in a Billet then a Workforce Assignment record is created for the contact in the system.

Workforce Module

This module holds applications that are relevant to an organization's workforce. The applications found in this module manage military, civilian, and contractor workforce, organizational structure, projected gains/losses, and force readiness.

Workforce Roll-Up Files

An Entity that rolls up specific data from a Contact’s Service File Record. These are ‘Read Only’ records, but Notes can be added by members with the correct security permissions.

Workforce Sourcing Lead

A record that is created when an organization is considering adding a new team member. This record follows a screening process. Once screening is finished, a contact record is created for the lead.

Workplace Module

This module holds applications that are relevant to an organization's workplace. It contains capabilities for general productivity, reporting, and self-service. This is normally utilized for individual users.

Write Privileges

Required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role.

X icon

When clicked, the X will close out a record and return user to previous window/entity.

XRM applications

XRM tooling is a set of APIs built on top of the Dynamics 365 Customer Engagement (on-premises) SDK assembly APIs (Organization service and IDiscoveryService) that provide support for building Windows client applications for Dynamics 365 Customer Engagement (on-premises).

Zoom

Within the generated report, you can exercise control over the dimensions of an image. This functionality permits the selection of a value size, which directly impacts the image's display size. Opting for a higher numerical value will result in the image being rendered at a larger scale, while selecting lower numerical values will proportionally reduce the image's size in the report.