CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Security. Fund Accounting: Security Learning Guide

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Security Fund Accounting: Security Learning Guide 2009 Central Susquehanna Intermediate Unit, USA

2 Table of Contents INTRODUCTION...3 Tools:...4 User Maintenance...4 Financial Applications Security Options > Applications (Financial)...7 Financial Applications Security Options > Menus (Financial)...11 Financial Applications Security Options > Other Access (Financial)...12 User Menu Maintenance...14 User Security Report...16 Application Menu Listing...17 Application Audit Trails...17 Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 2 of 17

3 INTRODUCTION This Learning Guide will review: How to initiate security access to the CSIU applications. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 3 of 17

4 Tools: User Maintenance Initially, we provide our clients with an administrator Login and Password to gain access to Security. After you have logged in, we suggest that you set up a Login for yourself. Select Security > Tools > User Maintenance. Click Add and fill in the following: Login: Enter a unique login. After you tab out of the field, the following message will appear. Clone Login: When you first set up Security access for yourself, click No. An actual user should be set up first before cloning logins or copying access rights. Last Name: Enter the last name of the user you are setting up. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 4 of 17

5 First Name: Enter the first name of the user you are setting up. Middle Name: You can enter the middle name or initial, or leave the field blank. Bell On: Select this check box option to sound an alert when you reach the end of a field. Confirm On: If this option is selected, you will need to either TAB or press the ENTER key to move between fields. When a field contains the maximum number of characters, it will not automatically advance to the next field. Disabled: Select this check box to disable the Login. This option is beneficial for employees who are on a leave of absence. Admin: Select this check box to grant the Login Administrator rights, which will give the user access to the Security application. Print Preview: Select this option to send reports to your screen for preview automatically; then you can choose to send the report to the printer or close the preview. When you add a new user, the default Password is abc123. When the user logs in to an application for the first time, he/she can click the Change Pwd button to change the password. If your school district has a policy on changing passwords after a number of days, enter the number of days the password will be active until it needs to be changed. If you need to change a user s password select the Change Pwd box. A message asks if this is what you want to do. If you select Yes, you must enter a New Password and type it again to Confirm Password. Select OK to continue. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 5 of 17

6 Select Save on the User Maintenance screen to establish the Login and settings. Then, click the Financial Application Options button to grant security access for any of the financial applications your district uses. The financial applications include Assets Inventory, Bidding, Consumables, Fund Accounting, Payroll, and Personnel. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 6 of 17

7 Financial Applications Security Options > Applications (Financial) After you choose the Financial Application Options, the following screen displays. Only the applications that your district has purchased will be available for selection. Select the check boxes for the applications to which the user will need access. After you select the application(s), the Access Level and Key Changes fields will be open for edit. Use the drop down list box to select the Access Level for each application. Each access level builds upon the level below it, beginning with Query access. Query This is the default setting. Select Query to allow the user to view and run reports. With Query access, the Add, Save, and Delete buttons are disabled on entry screens and the Key Changes option is not available. Update Select Update to allow the user to query and update existing data. With Update access, the Add and Delete buttons are disabled on entry screens. The Key Changes option is available. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 7 of 17

8 Add Select Add to allow the user to query, update, and add data. With Add access, the Delete button is disabled on entry screens. The Key Changes option is available. Delete Delete is the highest level of access. You will be able to query, update, add, and delete transactions or entries. Key Changes will also be available. To prevent inadvertent changes to these important fields, you cannot update a key field unless your system administrator has granted you special permission (via the Security application) to do so. With Key Changes permission, a user can update key fields by right-clicking or double-clicking the italicized field label. Notice that when we choose Add access in Payroll, the option to Add Empl (add employees) is available. When we choose Delete access in Personnel, the options to Add Empl and Delete Empl are available. These two options allow you to designate who can add a new hire or delete existing records on the Employee Master/General Info tab, which is shared between Payroll and Personnel. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 8 of 17

9 Buildings These buildings are used in all of our financial applications. Click the ellipsis button to select a building(s) to which a user will have access for Purchase Order entry/approval only. For instance, for a high school secretary who may only enter purchase orders for the high school, in her security settings you would select only the high school for her building. Schools If you choose to limit the access for Schools in our Personnel application, click the ellipsis button and choose the school(s) to which a user can have access when entering absences. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 9 of 17

10 Account Masks Initially, the Account Masks field is empty. When you need to include account masks for users, click the ellipsis button located under Account Masks. Click the Add button on the Account Code Masks screen to display the Masks screen. Select the Fiscal Year and the Include/Exclude option to determine whether you want to grant or deny access to the accounts. Notice in the example above, we selected the Fiscal Year of 09 and selected Exclude. We populated the Object field with a 1. This indicates that this particular user will not have access to any account code where and object begins with a 1. Select OK to move this mask to the Account Code Masks screen. The Fiscal Year, Include or Exclude (I or E), and selected parameters display. You can add as many masks as needed. Notice also we are setting up a parameter in the Masks screen to exclude (deny) access to account codes where the object begins with a 2. Upon clicking OK this selection will be added to the Account Code Masks screen. You can enter an Include without an Exclude, but you cannot enter an Exclude without at least one Include. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 10 of 17

11 Financial Applications Security Options > Menus (Financial) If you want to grant or deny access to the menu items for an application or for a group of applications, click the button to Select Menu Bars (to grant access) or to Delete Menu Bars (to deny access). The Financial Applications screen will display. Select each application for which you are adding or deleting menu bars. These parameters will grant or deny access to the menus within the application. If you have mistakenly granted access to an option that the user should not access, choose the application, highlight the option in the menu bar grid, and press CTRL+D to remove that menu for a specific user. When adding a user that may have limited access to an application, we recommend using the Menus (Financial) menu bar maintenance, which is explained later in this document. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 11 of 17

12 Financial Applications Security Options > Other Access (Financial) The Other Access (Financial) tab allows you to select the level of access in certain areas. In this example, we have granted all four different types of access. We have also assigned Approval Levels for Purchase Orders, Consumables Inventory Orders, and Accounts Receivable Invoices. Remember the Approval Levels start at 9, which is the lowest level, to 1, which is the highest level. You may consider having more than one person at a level 1 for the final approval. For example, the Business Administrator may be at Approval Level 1 for purchase orders, but is not available. Therefore, you may want to designate Approval Level 1 to an alternate person for the final approval. To return to the User Maintenance screen, Save the parameters you have set up and click the Exit button. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 12 of 17

13 When you have saved the user set up and exited the screen, you may want to print all of the user options you have selected. Choose the print button in the bottom right corner. When you choose the print button you will need to make selections on the following screen. You can print the report for single or multiple Users. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 13 of 17

14 User Menu Maintenance Select the Security > Tools > User Menu Maintenance feature to specify menus, submenus, and individual menu options to which access is granted or denied for multiple Logins (users) at the same time. The Available Logins are listed in the upper left; the Available Menu Options, in the lower left. Notice that the menu options begin with the application initials (ex. fa = Fund Accounting). The arrows in the middle of the screen will allow you to select the login(s) to which you want to assign menus. After you click on the Available Login you want to update, you can use the single arrow to move that login over to the Selected Logins box, indicating which login(s) you are updating. If you would like to update all logins, click the double arrow to move all of them to the Selected Logins box. If you inadvertently choose the wrong login, click the left arrow to move it back. You can also double-click the logins to toggle them back and forth between the Available and Selected boxes. Use the same process in the lower left and right to move Menu Options back and forth. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 14 of 17

15 In either of the boxes, if you want to move a list of Logins or Menus, highlight the first one then holding the shift key, go down the list highlighting each one. This feature can only be used if the list items you are choosing are in consecutive order. You can also use CRTL+Click to select items that are not in consecutive order. You must select the Top Menu Bar for its Selected Menu Options to be available in the applications. In this example, we have chosen two Logins and several Menus. Click the Add Selected button to update only the selected Logins and Menus. If you need to delete these options, click the Remove Selected button. When the user logs in, only menu options selected here are available. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 15 of 17

16 User Security Report After all of your Logins have been added, you can generate a report to verify the Security settings. This report might also be useful as staff change and positions may take on more responsibilities. To generate this report, select one or multiple Users; leave blank for all. Likewise, select Applications. Check the box to Print Menu Details. You may sort this report by Login or User Name. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 16 of 17

17 Application Menu Listing The Application Menu Listing is a report of all the menu options available in each of our applications. To generate this report, choose Financial, Student, or Tax. You also have the option to leave blank for all. You also have the option to select one application or leave blank for all. Choose Run Now. Application Audit Trails Application auditing allows you to track additions, deletions, and changes to database records (provides an audit trail). Use the AUDIT menu items to establish AUDIT PARAMETERS that allow you turn the audit trail on or off and to retain records for a specific amount of time in an audit table. A Purge option is available that allows you to delete records from the audit table. Using the audit features allows you to verify the date and time an action occurred, application and network login names (who performed the action), a table description, a key description and value, a field description, and data before and after the action occurred. Use the AUDIT LOG menu item to search for and view audit trail records. Information cannot be added or updated from this screen; the information is for display only. To obtain a printed or an on-screen preview of the audit trail records, use the AUDIT LOG REPORT menu item. You can specify a date range, logins, tables, and/or fields that will display on the report. Rev: 04/22/ Central Susquehanna Intermediate Unit, USA Page 17 of 17