FIN Security...23 FSCM Procurement - Buyer and Requester Setup...24 FSCM - Copy FS...27 Manually Assign FS User Preferences...30

Transcription

1 PEOPLESOFT SECURITY

2 Table of Contents Roles/Users... 4 Assigning Roles to Users and General Tab Information... 5 Using Launchpad to Copy Security Information... 9 Viewing Menu Item Detail...11 Applying Roles Through Launchpad...13 Security Matrix...16 Understanding Process Profile, Row and Primary Permission Lists in the User Profile...21 FIN Security...23 FSCM Procurement - Buyer and Requester Setup...24 FSCM - Copy FS...27 Manually Assign FS User Preferences...30 CS Security...36 Giving Access to Checklists...37 Assigning SACR Security Using User Replacement Security...40 Academic Program Security...42 Program Action Security...44 Service Indicator Security...46 Student Group Security...49 Admissions Action Security...51 Test ID Security...53 Milestone Security...55 User Security Replacement...57 Securing Student Financials...59 Using Launchpad Tool...61 Assigning a Milestone to an Individual Student 07b...67 Academic Plan Security...69 Role Security Analysis Using Launchpad...71 Distributed User Profile...76 SACR- 3Cs Group Security (Financial Aid)...78 Test Security Under SACR...81

3 SACR Basic Requirements...83 Set Up SACR...87 HCM Security...91 HCM Security - Assigning Roles to Users...92 Security Glossary of Terms...95 Glossary...96 Security Training Videos Student Group Security Video User Security Replacement Video Test Security Video Service Indicator Security Video Secure Student Financials Video SACR Required Items Video Program Action Video Launchpad Video...124

4 Roles/Users Page 4

5 Assigning Roles to Users and General Tab Information Purpose: Use this document as a reference for how to assign roles to users and FS User Preferences in ctclink. Audience: FS College Security Administrators Roles are required for users to access ANY pages within PeopleSoft. Users will have default roles assigned. These default roles (CTC_EMPLOYEE, CTC_UN_SPK_DISTR, CTC_UN_FSCM, and CTC_COMMON_OBJECTS_USER) contain settings required for the user to access PeopleSoft correctly and are dynamically assigned. Here s a look at User Profiles and the security they need to access pages, data, and various functions and processes in PeopleSoft. Row level security in Financials is controlled by primary permission list. Assign User Roles Using Distributed User Profiles Navigation: Main Menu > People Tools > Security > User Profiles > Distributed User Profiles Page 5

6 1. Enter User ID in the Search by field on the Distributed User Profile page. 2. Click Search. General Tab This page captures basic information about the user, including the user ID and name. From a security standpoint there are many items of interest on this page. In the Permission Lists section at the bottom of the page there is a value for the Primary permission list and the Row Security permission list. These values impact a user s experience in PeopleSoft. The Row Security permission lists are used to control specific lookups within PeopleSoft. For example, many pages have a Business Unit, TableSet, Ledgers, Book, and Paycycle Lookups. Row Security and Primary Security are set to specific values. Users will only see data in the system based on the parameters of these permission lists. Page 6

7 ID Tab This tab identifies the User s ID Type, Empl ID and Name. Page 7

8 User Roles Tab 1. Navigate to the User Roles tab. 2. Determine the roles that the user needs for their job position. 3. Click the Lookup spyglass to see a list of roles. 4. Click on the role that you want to add to the User s Profile. 5. Click on the (+) button to add a new row. (Most users will have multiple roles assigned). 6. Repeat steps to add additional role(s). 7. Click the Save button when finished adding roles. Page 8

9 Using Launchpad to Copy Security Information Purpose: Use this document as a reference for how to Use Launchpad to Copy Security Information in ctclink Audience: Security Administrators The example used in this document is assigning security specific to Campus Solutions in the launch pad. Each environment s launch pad will have it s own set of actions. Navigation: Main Menu Launchpad Launchpad 1. Click Copy User Student Administration Security or Copy User Student Financials Security. 2. Enter User ID/EMPLID. 3. Click Search. 4. Click all checkboxes that apply. Page 9

10 5. Click Copy. 6. Repeat process for Finance Security page. Page 10

11 Viewing Menu Item Detail Purpose: Use this document as a reference for Viewing Menu Item Detail in ctclink. Audience: Security Administrators The following steps will assist in finding roles associated with a component/page. 1. Follow the navigation path to where the error is occurring. 2. Press CTRL+J (Shift+CTRL+J if using Chrome) 3. Copy Component name. 4. Click New Window link. Navigation: Main Menu People Tools Portal View Menu Item Detail 5. Paste the component name bookended by %. (%Component_Name%) 6. Click Search. 7. Click on Portal Object Name from list. In Menu Item Detail page, you will see Permission Lists, Roles, and user with current access to the component. Page 11

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13 Applying Roles Through Launchpad Purpose: Use this document to apply roles through Launchpad. Audience: Security Navigation: Main Menu > Report Tools > Query > Query Manager 1. Find existing query to use. (For this example, CTC_SEC_ROLE_USER will be used). 2. Click Edit. 3. Click the Run tab and enter the name of the role that you are searching. (For this example, CTC_FA_PROG_ASSIST is used). Page 13

14 4. Click OK. Query results will be shown. (This query returned 23 records that match). 5. Click Save. Adding a Role - Mass Navigation: Main Menu > Launchpad > Launchpad Page 14

15 1. Click on Security Profile Maintenance link. If you do not have a Run Control created, you will need to create one. 2. Enter the appropriate information into the following fields: (for this example, JPARKER_SEC was used). Maintenance Type Product Pillar Query Name Role Name 3. Click Save. 4. Click Run. Validate that the application of that role was successful by running the query from earlier again. Make sure to use the correctlty spelled role name. Page 15

16 Security Matrix Purpose: To run and produce a csv file, assisting in building security. Audience: Security Navigation: Main Menu > Launchpad > Launchpad Please Note: Campus Solutions and Student Financials folder is used as an example only in this article. Choose which file you wish to use. 1. Click on Launch Security Matrix 2. Expand folder. 3. Click Student Financials. 4. Click OK. Page 16

17 Message window appears. 5. Click OK. 6. When the process completes, click the Details link. 7. Click the Refresh button to update the Status column. Page 17

18 8. Click View Log/Trace. Page 18

19 9. Click Student Financials.csv 10. Click Open. 11. Click Allow. (an Excel spreadsheet will open). 12. Within the Excel spreedsheet, search for the component you need to access. (For this example, STDNT_EQUTN_VARS was used). Page 19

20 Using the Excel spreadsheet, you are able to manipulate the component that the user need to access. You can compare the roles to see if the user currently has one assigned or assign one that applies. Page 20

21 Understanding Process Profile, Row and Primary Permission Lists in the User Profile Purpose: Use this document as a reference for understanding how assigning Process Profile, Row level, and Primary permission list values are done. (These values are set both automatically and by SBCTC staff directly.) Audience: Campus Solutions College Security Admins Process Profile, Row and Primary Permission List Navigation: Main Menu > People Tools > Security > User Profiles > Distributed User Profiles > General 1. Enter User ID Permission Lists - Process Profile Permission List 2. Choose one of the following of two Process Profile Permission lists to assign to user based on their role at the college. 3. Enter the Permission List in the Process Profile textbook and tab out. Page 21

22 If a user is an instructor only assign the CTC_PT_PRCSPRFL_FACULTY Permission list, if the user is both an Instructor and Staff or employee only assign the CTC_PT_PRCSPRFL_STAFF Permission List. Assign Row and Primary Permission List There are different types of Row and Primary permission lists, here are a few. (Examples shown are for Campus Solutions). Row and Primary Permission Lists CTC_PT_MASK_NONE CTC_PC_MASK_ALL CTC_PT_MASK_PARTIAL CTC_PT_MASK_SSN Description Displays SSN and DOB No Display SSN and DOB Displays partial SSN and DOB Only displays DOB, no display SSN 4. Enter the Permission List in the Primary textbox and tab out. 5. Enter the Permission List in the Row Security textbox and tab out. 6. Click Save. Page 22

23 FIN Security Page 23

24 FSCM Procurement - Buyer and Requester Setup Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Buyer Setup 1. Enter Buyer information. 2. Click Search. 3. Use template to configure a user's Buyer Setup. 4. Click Save. Page 24

25 Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Requester Setup 1. Use Template user to configure a user s Requester Setup. 2. Enter Requester information. 3. Click Search. 4. Enter information on Requester Setup template. Page 25

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27 FSCM - Copy FS Main Menu > Set Up Financials/Supply Chain > Common Definitions > User Preferences COPY FS User Preferences to Users Using Launchpad Navigation: Main Menu > Launchpad > Launchpad 1. Click on Copy User Preferences Setup Security. 2. Copy FS User Preferences page. Page 27

28 Enter the User ID in which you want to copy from. 3. Check the values that you want to copy or click on the Select All button this will check all the boxes/values. 4. Enter the UserIDs in which you want to Copy To. (You can add multiple users by clicking on the plus sign). 5. Select the Copy button (this copies the FS User Preferences from the Copy From UserID to the Copy To UserID(s)). There could be one or many UserIDs. There are several UserID templates created for FS User Preferences security depending on what role(s) the user has. You will need to review the security matrix roles the user has been assigned, and apply the FS User Preference Template for one of those roles. You can only assign one FS User Template to a UserID. Page 28

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30 Manually Assign FS User Preferences Set Up Requester process must be complete before Set Up Approver. Both processes are included in this document. Setting Up Requester Purpose: Use this document to set up requester and approver for purchasing. Audience: Finance A requester set up is completed in Fiance. In this article, the roles used are examples of roles that are eligible to have route control set up on - they are not exclusive roles. Navigation: Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Requester Set Up 1. Search for the User ID that will be set up. 2. If User ID is unknown, click on Add a New Value tab. 3. Enter User ID and click Add. Page 30

31 4. Fill in the fields with information relevant to the user. 5. Click Save. Navigation: Main Menu > People Tools > Security > User Profiles > User Profiles 1. Enter the User ID. 2. Click Search. 3. On the next page, Click the Roles tab. 4. Find the role name CTC_AP_MANAGER (if unable to locate, it can be added). 5. Click on Route Control link. Page 31

32 6. Click the look up icon (magnifying glass). 7. Under Route Control Profile, click on item that relates to user/institution. 8. Click OK. 9. Follow the same process for the CTC_AP_SPECIALIST. Setting Up Approver Navigation: Main Menu > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences 1. Enter the User ID. 2. Click Search. Page 32

33 3. Click on the Overall Preference link. 4. Enter information into: Business Unit SetID As of Date 5. Click Save. 6. Click on the User Preferences link Page 33

34 7. Click on the Procurement link. 8. Enter information into: Location Origin Department Ship to Location Requester Buyer 9. Click on Requisition Authorizations link. Page 34

35 1. Check appropriate boxes and/or enter information into Allowed Requisition Actions area. 2. Enter in Requesters User Auth For field. 3. Click OK. 4. Click Save. 5. Click Return to Search for next authorization. Page 35

36 CS Security Page 36

37 Giving Access to Checklists Purpose: Use this document to give access to checklists. Audience: Security Navigation: Main Menu > Campus Community > Checklists > Set Up Checklist > Checklist 3C Groups 1. Select the Academic Institution. (Enter info or click on lookup icon/magnifying glass to select from drop down menu). 2. Enter the code in the Checklist Code field. (This example will use RSP01). 3. Click Search. 4. Click on the Checklist Code you searched. (The name displayed under Group is the 3C's Group the checklist is associated). Page 37

38 Navigation: Main Menu > Set Up SACR > Secure Student Administration > User ID > 3C Group Security 1. Enter the User ID to be manipulated. 2. Click Search. Page 38

39 From here, just like with adding roles, you can add the 3C groups that will give you access to the checklist. 3. Select the Institution, 3C Update/Inquiry Group, and the check boxes Page 39

40 Assigning SACR Security Using User Replacement Security Purpose: Use this document as a reference for how to assign SACR row level security using User Replacement Security in ctclink Audience: Campus Solutions College Security Admins User Replacement Security Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > Setup > User Security Replacement 1. Enter User ID of the user that you want to copy "To". 2. Click Search. 3. Select User ID. User Replacement Security 1. Enter the User ID or Template ID that you want to Copy "From" and tab until all SACR Security Table boxes are filled in with the User/Template ID. (Note: When the User ID that you are copying from is entered initially and after you tab from that field, all of the other fields will be auto populated). 2. Click Save. Page 40

41 Note: you can copy SACR security for one or several SACR Values such as Graduation Status and Service Indicator security. You can either manually update the user using the Secure Student Administration User ID navigation or you can use User Replacement Security. If you only want to update a couple of SACR values for the User enter the From User ID in the SACR textbox(es) that you want to copy to the user. Page 41

42 Academic Program Security Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Academic Program Security 1. Enter User ID. 2. Click Search. Prior to setting this up, you should have completed the steps for SACR Basic Requirements. The user should have access to CNED (Continuing Education) and UGRD (Undergraduate) as depicted below. 3. Select the value you wish to change. Page 42

43 4. Click All Access (or individual programs). 5. Click Save. 6. Click Return to Search. Continue on with the UDRD selection for the current Business Unit and all other Business Units for the user that needed to be added. Page 43

44 Program Action Security Navigate to Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Program Action Security. 1. Enter the User ID. 2. Click Search. Looking at this screen, you can see the definitions of each action to the right of the action code. There s also a choice for All Access as well (although the All Access button is not a necessary step). Page 44

45 3. When you made your changes, click Save. 4. Click Return to Search. Page 45

46 Service Indicator Security Navigation: Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Service Indicator Security. 1. Enter the User ID. 2. Click Search. If you get several results, choose the one that you will be working with. In this example, you can give a user the ability to place or release a Service Indicator via the check boxes. Page 46

47 Also, just as any other field with a magnifying glass next to it, you can get a list of all the items available to assign. Page 47

48 Each Service Indicator code has at least one Reason Code. When you assign a Service Indicator you need to select the appropriate Reason Code. 1. When you have finished assigning Service Indicators, click Save. 2. Click Return to Search. Page 48

49 Student Group Security Navigation: Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Student Group Security 1. Enter the User ID that you will be working with. 2. Click Search. 3. Select the Student Groups that need to be applied. 4. Mark the check boxes. 5. Click Save. 6. Click Return to Search. Page 49

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51 Admissions Action Security Assign the admissions program actions that a user ID can access. Users have access only to the program actions entered on this page. Only program actions used by Recruiting and Admissions are available. These program actions are entered on Add Application, Maintain Applications, Action/Reason Entry, and Program Addition. Navigation: Navigate to Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Admissions Action Security 1. Enter User ID you will be working with. 2. Click Search. 3. On this page is where you would assign access to the Admissions Actions. You can assign access to all of them via the All Access button or individual program actions. 4. Once you have applied the desired actions, click Save. 5. Click Return to Search. Page 51

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53 Test ID Security Navigation: Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Test ID Security. 1. Enter the User ID that you will be working with. 2. Click Search. 3. You can give access to individual Test ID codes or you can grant access to all of them with the All Access button. 4. When you re finished click Save. 5. Click Return to Search. Page 53

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55 Milestone Security Navigation: Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Milestone Security 1. Enter User ID. 2. Click Search. 3. You can grant access to individual Milestones (Inquiry / Update) or all of them. If you do individual access, you need to remember to click the check boxes for Inquiry and Update. 4. Click Save. 5. Click Return to Search Page 55

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57 User Security Replacement Purpose: Use this document as a reference for how to setup user security replacement. Audience: Campus Solutions Security Staff Navigate: Main Menu> Set Up SACR> Security> Secure Student Administration> Setup> User Security Replacement 1. Enter the User ID of the user you want to copy SACR Security attributes to. 2. Click the Search button. 3. Enter the User ID of the user you want to copy from in the Default Replacement User field. 4. All fields below will auto populate with the Default Replacement User value. Individual fields can be selected as well 5. Click Save when all applicable fields have been selected. Page 57

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59 Securing Student Financials Purpose: Use this document as a reference for Securing Student Financials in ctclink Audience: Financial Staff Securing Student Finanicals Navigation: Main Menu > Set Up SACR > Security > Secure Student Financials Reports > User ID > Business Unit Select User ID/Business Unit (click on magnifying glass for search menu) Navigation: Main Menu > Set Up SACR > Security > Secure Student Financials Reports > User ID > Company Select User ID/Business Unit (click on magnifying glass for search menu) Page 59

60 Navigation: Main Menu Set Up SACR Security Secure Student Financials Reports User ID SetID Select User ID/Business Unit (click on magnifying glass for search menu) Page 60

61 Using Launchpad Tool Purpose: Use this document as a reference for how to assign SACR row level security and functional roles to users. Audience: Campus Solutions College Security Administrators Business IDs in this document are for example purposes only. Users should use the Business ID for their institution. Navigation: Main Menu > Launchpad > Launchpad Step 1 - Copy User Student Administration (SACR Row Level) Security 1. Click on the Copy User Student Administration Security link. 2. Enter the User ID in which you want to copy from in the Copy From section. 3. Check the values that you want to copy. *Note - Only the Copy From UserID values are not greyed out. These are the values Page 61

62 you can check and assign. The unavailable Copy From User ID values will be greyed out, and unable to select. 4. Enter the User IDs in which you want to copy to in the Copy To section. (You can add multiple users by clicking on the plus (+) sign). 5. Select the Copy button. This button copies the SACR Row Level Security from the Copy From UserID to the Copy To User ID(s). There could be one or many User IDs. 6. There are several User ID templates created for SACR security depending on what role(s) the user has. 7. Users that have one of the roles below will get the 220_CTC_STUDENT_SERVICES template applied. Page 62

63 Step 2 - Copy User Student Financials Security Navigation: Main Menu > Launchpad > Launchpad 1. Click on the Copy User Student Financials Security link. 2. Enter the User ID in which you want to "copy from" in the Copy From section. 3. Check the values that you want to copy. Page 63

64 *Note - Only the Copy From UserID values are not greyed out. These are the values you can check and assign. The unavailable Copy From User ID values will be grayed out, and unable to select. 4. Enter the User IDs in which you want to copy to in the Copy To section. (Multiple users can be added by clicking the plus sign). 5. Select the Copy button. This button copies the SACR Row Level Security from the Copy From User ID to the Copy To User ID(s). There could be one or many User IDs. There are several User ID templates created for SACR security - depending on what role(s) the user has. Review the security matrix for SACR security, look for the role that a user is in and apply the User ID Template for that role to the user. 6. After assigning SF Security to Users, run the Set Security Process. (Process below) Navigation: Main Menu > Set Up SACR > Security > Secure Student Financials > Process > Set Security 7. Select the Add a New Value tab. Page 64

65 8. Enter a Run Control name in the Run Control ID field. 9. Pick a run control name that identifies the process and is easy to remember. *Note: No spaces or special characters. Underscores are allowed. 10. Click the Add button. 11. Enter the appropriate Business Unit in the Business Unit field on the Set Security Parameters page. 12. Click the Run button. 13. Select the OK button on the Process Scheduler Request page. This step takes you back to the run control setup on the Set Security page. Page 65

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67 Assigning a Milestone to an Individual Student 07b Purpose: Use this document as a reference for assigning a milestone to an individual student in ctclink. Audience: Registration Staff Navigation: Main Menu > Records and Enrollment > Enroll Students > Student Milestones 1. On the Student Milestones search page, click the Add a New Value tab and enter information into the following fields: 1. ID 2. Academic Institution 3. Academic Career 4. Academic Program 2. Select the Add button. 3. On the Student Milestones page, enter information into the following fields: 1. Effective date 2. Milestone 3. Milestone Level 4. Academic Plan Page 67

68 4. Select the Save button. You have successfully assigned a milestone to an individual student! Page 68

69 Academic Plan Security Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Academic Plan Security 1. Enter the User ID. 2. Click Search. 3. Click the magnifying glass to search for the Academic Plan(s) that you will assign to a user. 4. Click Save. 5. Click Return to Search to continue with the next user and/or Business Unit. Page 69

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71 Role Security Analysis Using Launchpad Purpose: Use this document as a reference for how to run security matrix using Launchpad Audience: Campus Solutions College Security Administrators Step 1 - Run a Security Matrix Navigation: Main Menu> Launchpad > Launchpad Please Note: Launchpad screens are different from Pillar to Pillar. 1. Click on Launch Security Matrix 2. Expand Portal Structure by clicking on the hyperlink. Page 71

72 3. Click on the module you would like to download. 4. Click on OK. Observe that the Run Status is Queued and Distribution Status is N/A. 5. Click on the Refresh button to refresh page and until the Run Status and shows Success and the Distribution Status shows Posted. 6. Click on Details hyperlink. Page 72

73 7. Select View Log/Trace hyperlink. 8. Select the Records and Enrollment.csv file. 9. Click Open. Page 73

74 Csv file opens into Excel. 10. Use Save As to save to your computer. 11. In column H are the roles that have been assigned navigation, pages, and actions to specific Roles. The N in th column denotes "No" permissions. 12. In column G-Action, tells you what actions are available for the navigation and page. Action Codes Descriptions Page 74

75 Code A Description Add U Update/Display - add a new row L Update/Display All - historical rows of data C Correction Step 3 - Determine which roles have specific permissions and the actions that can be performed on the page. Page 75

76 Distributed User Profile Once a user has been hired by HR and the account is in CS, there are a few things that you need to make sure they have in order to provision Roles. If these things are missing you will not be able to add the appropriate SACR security for the user and potentially not be able to add roles to the user account. Navigation: Main Menu > People Tools > Security > User Profile > Distributed User Profiles 1. Enter the Empl ID/User ID. 2. Click Search. 3. On the General tab look to the Process Profile, Primary and Row Security fields at the bottom of the tab. If this user is an employee/staff member they need to have all three fields filled in; A student will only have the Primary and Row Security fields filled in. For the purpose of this example the user is an employee. The Primary and Row Security fields should both contain the same permission list: CTC_PT_WA220 (example). The Process Profile field should contain: CTC_PT_PRCSPRFL_STAFF. 4. On the ID tab: should contain the ID Type and the associated value. 5. In the Description field - should contain that user s name. Page 76

77 *If Primary and Row Security Fields are missing you won t be able to see this user in Distributed User Profile. The same applies for the ID Type. You will need to contact us (SBCTC) via Service Desk Ticket to apply those items before you are able to continue. Page 77

78 SACR- 3Cs Group Security (Financial Aid) Navigation: Set Up SACR > Security > Secure Student Administration > User ID > Academic Institution Security > 3C Group Security 1. Enter User ID (or first few numbers in User ID). 2. Click Search. 3. Add the 3C Update/Inquiry Groups that apply by clicking on look up icon (magnifying glass) this example shows FASU, FAVO, FAVU. 4. Click check boxes. 5. Click Save. Page 78

79 After Set Up Log In Navigation: Main Menu > Campus Community > Communications > Person Communications > Communication Management 1. Enter EMPLID for the student and the Academic Institution, at a minimum, to search for communications sent to that student. 2. Choose communication category listed you would like to view. 3. Click View Generated Communication. 4. When View Communication page opens, click View. Page 79

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81 Test Security Under SACR Purpose: Use this document to test load security. Audience: Secruity Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Test ID Security 1. Enter the User ID. 2. Click Search. 3. Click on the look up icon (magnifying glass) and select the test criteria needed for user or click All Access button. 4. Click Save. 5. Click Return to Search to move to next user. Page 81

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83 SACR Basic Requirements Set Up SACR (*This step is for Employees ONLY) At the very least, the following items need to be configured before you are able to continue with adding roles to a user s account: Academic Org Security Academic Institution Security Institution/Campus Security Institution/Career Security Navigation: Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Academic Institution Security 1. Enter search criteria and click Search. 2. Select the appropriate user. 3. Click the magnifying glass (Search) icon to look for the appropriate academic institution, or type a portion of it in the field to the left. 4. Once you have selected the appropriate one, click Save. 5. Click Return to Search. Page 83

84 Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Academic Org Security. Follow the same procedure: Enter search criteria, select the appropriate result and modify accordingly. Page 84

85 Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Institution/Campus Security 1. Enter Main in the Campus Field. 2. Click Save and navigate to the next. Page 85

86 Navigation: Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > Institution/Career Security. 1. Similar process, however, this time you re going to enter two values: CNED and UGRD. 2. Click Save. Page 86

87 Set Up SACR Purpose: Use this document as a reference for how to Set Up SACR in ctclink/community Solutions Pillar Audience: Security Administrators Navigation: Main Menu Set Up SACR Security Secure Student Administration User ID Academic Institution Security 1. Enter User ID/EMPL ID. 2. Click Search. 3. Select appropriate value(s) for user. 4. Click Save. 5. Click User ID link. Page 87

88 6. Select Academic Org Security. 7. Select the appropriate value. 8. Click Save. 9. Click User ID tab. 10. Select Institution/Campus Security. 11. Enter User ID. 12. Click Search. 13. Select appropriate value (Main). 14. Click Save. Page 88

89 15. Click User ID tab. 16. Select Institution/Career Security. 17. Enter User ID. 18. Click Search. 19. Select values (use plus sign (+) to add line). 20. Click Save. Page 89

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91 HCM Security Page 91

92 HCM Security - Assigning Roles to Users Purpose: Use this document as a reference for how to assign roles to users in ctclink. Audience: HCM College Security Administrators Step 1 - Assign User Roles - Using Distributed User Profiles Navigation: Main Menu > PeopleTools > Security > User Profiles > Distributed User Profiles 1. Enter User ID in the Search by field on the Distributed User Profile page. 2. Click Search. 3. The General Tab This page captures basic information about the user, including the User ID and name. From a security standpoint there are only two items of interest on this page. In the Permission Lists section at the bottom of the page there is a value for the Primary permission list and the Row Security permission list. These values impact a user s experience in PeopleSoft. 4. User Profiles ID Tab This tab identifies the User s ID Type, Empl ID and Name. Page 92

93 5. Navigate to the User Roles tab. 6. Determine the roles that the user needs for their job position. 7. Click the Lookup to see list of roles. 8. Click on the role that you want to add to the User's Profile. 9. Click the (+) button to add a new row - NOTE: Most users will have multiple roles assigned. 10. Repeats steps 7, 8 and 9 to include additional role(s). 11. Click Save. 12. Repeat process for multiple users. Page 93

94 13. Navigate to the User Profile Audit tab. This is an informative page where you can see who was the last person to make a change to the user's security. After adding roles to users there are three (3) processes that need to run before users will see data. Page 94

95 Security Glossary of Terms Page 95

96 Glossary Overview of Page 96

97 Understanding Administering User Profiles Page 97

98 Hierarchy To get your mind around PeopleSoft security, it helps to look at the hierarchy for PeopleSoft security. From top-to-bottom (highest to lowest level of granularity) you can look at security like this: Portal Security Menu Security Roles Permission Lists and Definition Security Primary Permission Lists Row Level Security (user & permission list based) Portal folders (containers in the left navigation) are secured by permission lists at the portal level Portal content references (links on the left navigation) are based on menu security Roles give users access to one or more permission lists Permission lists give users access to menus, components and ultimately pages Definition security is used by application designer to secure definitions (e.g. fields, records, pages, components) Primary permission lists typically control row level security. For example, in HCM, primary permission lists are used to control access to departments. Row level security gives specific users access to specific data. For example, in Campus Solutions, specific users can be given access to a particular academic institution. This can also be permission list based. Page 98

99 Academic Structure Chart (Campus Solutions - Row Level Security) Academic Structure Terminology Defined Academic Institution is an independent entity that has its own set of rules and business processes. Institutions: Tacoma and Spokane District, Spokane Falls Community College, and Spokane Community College Academic Campus is where your campus is located Academic Organization Department and Schools Academic Career includes the following two categories: CNED (Continuing Education) and UGRD (Undergraduate) Academic Programs students are admitted and matriculated in Academic Programs. This identifier drives key business processes such as academic standing, grading, billing and financial aid. Academic Plan is an area of study within a career or program. Academic Structure is the foundation of the Student Information System Campus Solutions and defines your college within the PeopleSoft system. The chart above shows how the components of the Academic Structure relate to one another. Academic Structure can be understood as two interrelated parts: a student s program of study and courses, classes, and the departments that own them. Page 99

100 SACR Row Level Security in PeopleSoft (screen shot) HCM Transaction Security Data This diagran shows the Department field being used as transaction security data to secure the data of people in the organization in which the user only has security access to the workers in department 123: User security data is the data about a user's security access. It enables the system to ensure that users have access only to that which you have granted them access. User security data for Page 100

101 HRMS data permission is the data permission that you assign to permission lists and the roles and users to whom you assign the permission lists. Data permission is granted to row-security (tree-based) permission lists (ROWSECCLASS) and regular (role-based) permission lists (CLASSID). When you create a permission list on the Permission Lists component you can assign security to a number of different aspects of the application. Data permission is assigned separately on the Security by Dept Tree page and Security by Permission List page. HCM ROWSECCLASS Data Security Model This diagram shows that permission lists are created, assigned data permission (using either security by department tree or security by permission list), and then assigned to a user directly on the User Profile-General page as the Row Security permission lisst or assigned to a user on the User Profile - Roles page by assigning roles to the user, which are associated with permission lists: HCM Search Page Results based on Row Level Security assigned by Primary Permission List This diagram shows the search page determining which permission lists a user has and what data permission the list gives the user. The user, TRN, is associated with the permission list TRAIN for both row security and permission lists through roles. Since permission list TRAIN is granted access to worker's records in department 123 only, the search results will display only those workers from this department. The system determines which permission lists a user has and what data permission is granted by the permission list before retrieving the matching data rows. Page 101

102 Shift+Ctrl+J key Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan 1. When on this PeopleSoft page or any other page in PeopleSoft, press the Shift+Crtl+J key simultaneously. Page 102

103 2. Results below: Browser Operating System Browser Compression OTHER/O WIN7 ON (gzip) Tools Release Application Release HRMS and Campus Solutions Service Pack 0 Page Component Menu User ID Database Name Database Type Application Server STDNT_PROG ACAD_PLAN TRACK_STUDENT_CAREERS CTC_XXXXXXX CSDV6 ORACLE //s616183se2vl168:9040 Component Buffer Size (KB) 585 This page identifies the Page, Component, and Menu: Page: STDNT_PROG Page 103

104 Component: ACAD_PLAN Menu: TRACK_STUDENT_CAREERS Glossary of Terms PeopleSoft applications use multi-level security to enable you to successfully manage shared data environments. You set up data access at different points within your system and define the most efficient path to data across business groups, tables, departments, and pages. You have full control over security definitions, selecting options to create a matrix that enables or restricts user access to data through a series of authorizations. Menu, Components & Pages Components Page Components are PeopleSoft pages and groups of pages. These are the screens or pages that you access in PeopleSoft to perform various actions and/ or view. A page is assigned to a Component group that may contain multiple pages and the actions available for any It is important to understand the basic concept of how PeopleSoft pages are developed in terms of Menu & Component structures. The student center is a collection of PeopleSoft components. Security Troubleshooting To see the name of the PeopleSoft page and component you are accessing, press Shift+CTRL (Control Key) and the J Keys simultaneously. Shift+Ctrl+J. Shift+Ctrl+J provides pertinent security information for your Security Administrator. See example at the end of this document. Actions: Add (A), Update/Display (UD), Update/Display All (UDL), and Correction (C). There is also a Display (D) only action giving access to Page 104

105 particular Page. view only. Menu Each component is assigned to a Menu Group. This is the PeopleSoft Navigation you access in the application. Navigation The path by which you can get to any given page in PeopleSoft. It is generically referred to as the navigation. The navigation appears at the top of your menus in the blue area. For example: Main Menu Student Financials Refunds Permission Lists, Roles and User Profiles Just as it is important to understanding how Menus, Pages, and Components are developed, it is also important to understand how they are secured. Permission lists Permission Lists controls access to particular or combination of page(s)/screen(s), access time, query and process security. Building block or heart of. All page access is defined on a Permission List Level. This is where page access is granted as well as other security options. Permission lists are then assigned to Roles, which are then assigned to Users. You cannot give page access to a user directly. Permission List contains pages and their access options. For example, there is a page called, MyPage. You add the page to a Permission List with specifications for its access (Add, Update/ Display, Update/Display All, or Correction) Role A collection of permission lists. Permission list(s) is assigned to a Role. The Role is simply a structure that holds one or more Permission Lists. Roles are the intermediary step between Permission Lists and User Profiles. They allow groups of Permission Lists, usually based on a user s job role, which are then assigned to User Let s say we assigned the MyPage page to a Permission List called MyPermissionList. You would then assign MyPermissionList to the MyRole. Page 105

106 Note: A Role can contain multiple Permission lists. Profiles. User Profile A definition that represents an application user. The User Profile is the actual account for a user in PeopleSoft. Assign role(s) to a User Profile. MyPage is assigned to MyPermissionList. MyPermissionList is assigned to MyRole. MyRole is assigned to my User Profile. User now has access to MyPage. See Diagram 1.1 Diagram 3.1 and Appendix A at the end of this document for visuals on PS security: user ID, roles, and permission lists. Emplid Pronounced EMPULL-ID, it is the student and/or employee number assigned to every person in the PS system. Emplid is the number that PeopleSoft uses to identify an individual person in the system. Every person in the Campus Solutions system will have a unique Emplid assigned to them. At ctclink, your 9 digit number will serve as your Emplid. It is not the student s or employee s social security number. Emplid is assigned to the user profile. User Controls access to application pages, functions, and business components. Overview of Row Controls data access by the institution/college, business unit, PeopleSoft determines Row Level Security by using settings associated with both the Primary and Row Security Permission Lists. These Permission Lists are Page 106

107 Level Security department, etc. an application user belongs to. This term could be used differently in used to control the actual data within a table that can be accessed by a particular user based on an attribute such as Department, different applications, for example, Campus Solutions: row level or SACR (Student Administration Contributor Relations) security. HCM: core row level security (transaction data security) Financials: row level security Business Unit, or SetID. CS row level security is assigned to individual users but can be assigned using a tool. HCM and FS use a primary permission list to control row level security. Row level access can be controlled by user or by Primary Permission list for groups of users needing the same access. Row Level Security Controls access to the subset of data rows within tables that the user is authorized to review or update. Individuals are assigned row level security based on their job functions. Field Level Controls access to individual fields on pages. National ID DOB masking Social Security Number and Date of Birth (DOB) are masked in your searches. Last 4 digits of the SSN and year in birthdate. You can do most person look-ups by national ID when it is provided to you masked: XXX-XX /11/1954 masked: 07/11 In Campus Solutions SSN DOB masking are controlled via a Primary Permission List that is attached to user profiles. Three primary permission lists control masking: MASK ALL Mask fields of National ID and Birth Date MASK PARTIAL Mask partial fields of National ID and Birth Date MASK NONE No masking of fields National ID and Birth datedefault masking for most users is MASK PARTIAL Page 107

108 Campus Solutions SACR Row level security Institution Structure Institution, Academic Career, Programs, Plans and Degrees. Assign a specific Institution to a user as well as other Academic data such as Career, Programs, and Plans. This provides access to the data that users need to do their jobs. See Diagrams 4.1 Academic Structure Chart for an understanding of Academic Structure and securing Institution, Academic Career, Academic Program, and Academic Plan row level security. Academic Institution Security Grants users access to Institutional data Assign value(s) based on user s Institution and access WA171 Spokane CC WA172 Spokane Falls WA220 Tacoma CC Can assign multiple values to one user Institution/ Campus Security Grants users access to Campus Campus value is Main regardless of the Institution If a user is in multiple Institutions assign Campus security for each Institution. Institution/ Career Security Grants users access to Careers Values: CNED (Continuing Education) and UGRD (Undergraduate) User may only be assigned responsibility for the CNED career. Academic Program Security Grants all or specific programs to a user. User cannot change a student s program without security to that program. Can assign All programs to a user or limit programs by only assigning security to the programs that the user needs to access. Page 108

109 User may only have access to accounting programs for the accounting department. Must be done for each Institution. Academic Plan Security Grants Plan security to users Can assign All plans to a user or specific plans. For instance, user may only have responsibility for accounting plans. User cannot assign or remove a plan from a user without security to that plan. Academic Org Security Grants access to specific departments and Schools Schools such as Arts, Humanities/Soc Sciences Admissions Action Security Grants Admission Actions used to process a student s application and progress through the application process All Admissions Action Security or security to specific Program Actions: Program Action Security Grants Program Actions used on Students Can assign All Program Actions Security or security to student s Program/Plan page - identifies the status of the program Active, Discontinued, or Completed. specific Program Actions: Application Center Security Grants users access to Application Center by Institution Values: W171- Academic Applicant W172 Academic Applicant W220 Academic Applicant Recruiting Center Security Grants users access to Recruiting Center by Institution Value PRSF Academic Prospect UGRD career. Page 109

110 Campus Community 3C s Group Security 3Cs Comments, Communications and Checklists) are a flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, and external organizations in the PeopleSoft database. Users are assigned 3C s group security for the comments, communications, and checklists that a user needs. Comment Management enables you to enter notes in the database about individuals, organizations, or events. Communication Management enables you to manage the institution s incoming and outgoing contacts with students, prospects, recruits, staff, alumni, donors, and organizations. Checklist Management enables you to create lists to track activities and dues dates, and identify their status at any time. Enrollment Security Grants users enrollment security. This allows users to enroll students during the registration period. It controls when and who can enroll students. Enrollment Security IDs: CNV Conversion RALL Registrar All Access Service Indicator Security Provide or limit access to services for a student. Service Indicators can be holds that prevent a student from receiving certain services or positive indicators that designate special services to be provided. This functionality allows college s to protect information based on state and federal guidelines. FERPA (Family Educational Rights and Privacy Act) A hold transaction on a student account. Service Indicators have service impacts such as Add Enrollment (do not add). Some Service Indicators have no impact and are for information only, others prevent enrollment, releasing a transcript, and/or issuing a refund. Row level security allows you to grant Placement and Release options for individual Student Groups per user. Page 110

111 Americans with Disabilities Act of 1990 HIPAA (Health Information Privacy Accountability Act) Student Groups Security Student Groups enables you to define groups of similar students at a high-level. Scenario: Spokane Community College would to like to identify Creating groups of students enables you to track and use the students within a group for campus-wide processing, such as billing, academic advising, or financial aid awarding. Student group security defines the user s access to view or update student group data based on each of their academic institutions. If users are not setup with student group security, they will not have access to view or update student group information. Academic Institution security must be granted to a user prior to student group security being setup. students who are physically handicapped and may need assistance evacuating in case of an emergency. SCC currently does not have a way to identify these students without violating their privacy. Student Services can now maintain a student group of physically handicapped students and secure visibility only to Campus Security. Transcript Type Security Grants a user access to transcript types Types: Unofficial Transcript Official Transcript Test ID Security Grants users to Test Ids Test IDs: ACPLC ACCUPLACER ACT ACT Assessment AP Advance Placement ASSET ASSET CLEP College Level Examination Prg COMPS COMPASS DSST DANTE Standardized Subject Tst IB International Baccalaureate Page 111

112 IELTS International English Language PTE Person Test of English SAT Scholastic Assessment Test TOEFL Test of Engl as a Foreign Lang You can assign users to all test IDS or specific Test IDs. Advisement Report Security Grants user access to advisement reports Defines the user s access to advisement reports based on each of their academic institutions. Users can be setup for: -All access -access to specific report type Users not set up will have no access Provides additional privacy for student information Restricts advisors to specific advisement reports Population Update Security The Population Update is a process that uses the Population Selection utility to update values in selected fields. Grants users access to Population Update records and fields for running processes with the Population Update functionality. After choosing the records and fields to make available for update, set user security to identify who can update the records. This is a powerful tool; however it also has the potential to be dangerous. Population update should only be granted to the users that have had training and are experienced in creating queries. Student Financials Security row level Item Type Security A transaction code. Item types are categorized as charges, payment, financial aid, refund and waiver. Grants specific Item Type security to cashiers for posting charges and payments on student accounts. Page 112