CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: FIS - System

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: FIS - System Setting Up a User Learning Guide 2015 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 System > Directories... 2 Username Requirements... 2 Users... 2 Account Codes... 5 Account Groups... 7 Applications... 7 Bank Accounts... 8 Buildings... 8 Building Locations... 9 Roles... 9 Fields... 9 Menus Reports User Permissions Report Accessible Account Codes Site Map Menu Item Groups Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION System Administrators can add, edit, and delete user permissions records configured to meet the access needs for individual users. Each user can have individual permissions and as well as one or more Role permissions, thereby reducing the time spent configuring individual user access to system features. Each User record includes access permissions for account codes, account groups, applications, bank accounts, buildings, building locations, roles, fields, and menus. Configure user-based System permissions for each feature on individual tabs located at the top of the screen. NOTE: When permissions overlap among roles and/or usernames, the least restrictive permissions are applied. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 1

6 SYSTEM > DIRECTORIES Username Requirements When entering USER records, the Username you enter must adhere to the established USERNAME REQUIREMENTS (a zero in the Sequence column indicates that the item is not required). Users Select an existing user to make any changes or click the Add button to enter a new USER record. A red asterisk [*] on the screen next to a field indicates that it is required. Username: Enter a username (up to 256 characters), which meets the USERNAME REQUIREMENTS. First Name: Enter the user's first name - up to 50 characters. Middle name: Optionally, enter the user's middle name or initial - up to 50 characters. Last Name: Enter user's last name - up to 50 characters. Enter the user's address (used to communicate system messages), up to 256 characters. When information entry is complete, select one of the Save options: Save & Close, Save or Save & Add. If you select Save, the following screen displays. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 2

7 The Username, First/Middle/Last Names, and information is defaulted from the saved USER record. Additional options include: Edit Username: Click this button to edit the Username. Reset User: Click this button to reset the username's FIS access; the user receives an , which includes a new temporary password. As a security measure when the user logs in, the temporary password must be changed. Username History: Click this button to view a listing of historical records, generated each time the Username is edited. Copy Permissions: Click this button to reduce time spent configuring individual user access to system features. Use this copy process to duplicate System permissions from a USER to one or multiple other USERS (append or overwrite current permissions). NOTE: Before you begin the copy process, we recommend that you generate the User Permissions Report for the users included in the Copy Permissions process. Inactive: Select this option to make the user Inactive. Locked: This option is selected automatically (as a security measure) when a user has tried to log in unsuccessfully three times. Rather than resetting the password, you can deselect the checkbox to unlock the user. Optionally, you can set up new FIS users who will be starting on a future date, then lock the individual usernames until they are ready to start work. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 3

8 System Administrator: Select 'True' or 'False' to indicate whether the displayed user's account has access to all features of the FIS. A system administrator can configure system access permissions for Users and Roles, can maintain System Directories and Settings, and can generate reports of defined permissions for Roles, Users, and Accessible Account Codes. Report Administrator: Select 'True' or 'False' to indicate whether the displayed user's account has access to generate reports that include other FIS users' records (even when data is restricted by username, such as the JOURNAL WORKSHEET PROOF). Data Administrator: Select 'True' or 'False' to indicate whether the displayed user's account has access to data created by other FIS Users (even when data is restricted by username, such as the JOURNAL WORKSHEET). Budget Prep Administrator: Select this checkbox to provide the user with access to enter information into BUDGET PREP. Generate Ticket: This field exists for future use. Grid Rows: Displays the number of rows (records) a user has designated to be displayed on each page of a grid. The user accesses MY PAGE to designate the number. Signature: If applicable, click the Choose File button and select the signature file you want to attach. NOTE: In order for attachments (limited to 5MB) to be accessible, you must have read/write access to the shared-network resource. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 4

9 Account Codes Use the ACCOUNT CODES tab to add account codes to which the particular role requires (or should not have) access. Initially, the Account Codes grid is empty. Click the Add button to enter Account Code information: To define account codes access for users, select the Year ID and the Include Exclude option to determine whether you want to grant or deny access to the accounts. The account Mask value is updated automatically with the information you enter in the account code dimension fields, below. At least one dimension must be defined (not a question mark). The user can have as many account codes as needed. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 5

10 Notice in the example above, we selected the Year ID of ' ' and selected 'Exclude'. We entered a '1??' in the Object dimension, indicating the user will not have access to any account code when the object begins with a '1'. Select Save & Add if you are going to enter additional Account Codes for the USER. In the screen below we are excluding access to account codes where the object begins with a 2. The Mask is updated automatically as dimension values are entered. When finished, click Save or Save & Close. Now the USER/ACCOUNT CODES tab shows the following. In this example, the USER does not have access to the ACCOUNTS CODES with an Object dimension that begin with a '1' or '2'. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 6

11 Account Groups On the ACCOUNT GROUPS tab, select the account groups for each applicable Year (all years' account groups are listed), and then click Save. ACCOUNT GROUPS are utilized by Security Administrator to grant roles and users access to multiple account codes. The Account Code Inquiry permits selection of a group to summarize various totals for the account codes attached to the group. NOTE: If there is an Account Group you want to include for the USER and it is not listed, Add the record to the FUND ACCOUNTING > GENERAL LEDGER > DIRECTORIES > ACCOUNT GROUPS. When that record is saved, it will display among those available for selection. Applications On the APPLICATIONS tab, select the application(s) to which the USER is granted access. Hover your cursor to the right of each listed application and click to select an option from the Include/Exclude dropdown. If application access is already granted through an assigned ROLE, the role or roles are listed. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 7

12 Bank Accounts On the BANK ACCOUNTS tab, select which Bank Account(s) in the correct fiscal year are to be accessible to the USER. If a Bank Account is not listed, go to FUND ACCOUNTING > GENERAL LEDGER > DIRECTORIES > BANK ACCOUNTS and add it. When that record is saved, it will display among those available to include/exclude. Buildings On the BUILDINGS tab, you can Include/Exclude one or more Buildings for the USER. If a Building is not listed, go to FUND ACCOUNTING > GENERAL LEDGER > DIRECTORIES > BUILDINGS and add it. When that record is saved, it will display among those available for selection. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 8

13 Building Locations On the BUILDING LOCATIONS tab, select the building locations for each building assigned to the ROLE, and Save. If a Building Location is not listed, go to FUND ACCOUNTING > GENERAL LEDGER > DIRECTORIES > BUILDING and add the LOCATION(s) to the BUILDING record. When that record is saved, it will display among those available for selection within each building. Roles On the ROLES tab, select which role(s) fit the USER, and then Save. If a role is not listed, go to SYSTEM > DIRECTORIES > ROLES and add the record. When that record is saved, it will display among those available for selection. Fields On the FIELDS tab, secure fields are listed. To specify an access level for the USER, hover your cursor to the right of each listed field and click to select an option from the dropdown: 'None' - no access to that field; 'Query' - can query on the field but cannot make changes; or 'Update', can update the value in the field. You can expand and collapse selection lists to view/hide available fields for each application. Be sure to Save your selections. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 9

14 Menus On the MENUS tab, select each Application and its Submenus to assign specific access levels to applicable Menu Items for the USER. Select a Group of related menu items and click the Search button. Related Menu Items are listed in the grid. To specify an Access Level for the USER, hover your cursor to the right of each listed menu item and click to select an option from the Access Level dropdown. NOTE: If a ROLE to which the USER is assigned already provides access to a listed menu item, the name of the role(s) displays in the Role permissions column along with the access level supplied to the user through that role. When permissions overlap among roles and/or usernames, the least restrictive permissions are applied. Be sure to Save your selections. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 10

15 Reports Various reports are available for USER information. When applicable, we recommend that you export reports to an Excel spreadsheet and/or.pdf file, and then print the report. User Permissions Report SYSTEM > DIRECTORIES > USERS > EDIT USER tab If this report is selected from the SYSTEM > REPORTS menu, the System Administrator can generate a report of defined permissions for one or more USERS. When accessed from a USER record, the report is generated ONLY for that USER. By default, all User Permissions are selected as Run Options; if applicable, deselect any permission(s) that you do not want to include. To reveal more of the generated report (limiting the need to scroll), click on the collapse icon the selected Run Options. This is true for all reports where run options are available. to hide Click the Save icon to export the report to a spreadsheet or.pdf file. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 11

16 Accessible Account Codes SYSTEM > DIRECTORIES > USERS/ACCOUNT CODES tab If this report is selected from the SYSTEM > REPORTS menu, the System Administrator can generate a report of ALL Account Codes to which the USER has access for a specified year. When accessed from a USER record, the report is generated ONLY for that USER (no Run Options are available). Site Map SYSTEM > DIRECTORIES > ROLES > MENUS tab To help you become familiar with the menu layouts, generate the Site Map, which lists all menu items by submenu for a selected application. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 12

17 Menu Item Groups SYSTEM > DIRECTORIES > USER/MENUS tab To see the relationship between menu items and menu item groups, generate the Menu Item Groups report. Revised: 09/25/ Central Susquehanna Intermediate Unit, USA Page 13