Security roles
Overview:
Types of security within PeopleSoft Financials:
- End-User security: roles allow department users to process and or approve transactions within the system, specific to departmental journals and purchasing card reconciliations.
- Administrative security: roles are reserved for centralized processing areas, such as Purchasing, Accounts Payable, Budget Office, Post Award, Reimbursement Processing Support, and Financial Accounting Services. Data stewards within the centralized processing areas should be contacted to request appropriate administrative roles.
- Dynamically assigned security: roles are automatically assigned based on the user being setup elsewhere in the system or being granted other security roles.
- Purchasing card – based on being setup as a cardholder
- Project manager approver – based on being setup as a grant or capital project manager (PM)
- Department approver – based on being setup as a department approver in the approval assignment table.
- NAU_ePro 10K approver – based on being setup as a 10K approver in the approval assignment table.
- View only – access to view only pages automatically given to all users.
What access do I need?
Processing roles – roles enable users to initiate and modify documents such as requisitions, travel claims and departmental journal transfers.
These roles also grant users the ability to upload backup documentation to OnBase. If a user only needs to upload documentation to OnBase, the “NAU_FS View Only Trigger” role should be requested.
| Role Name (Administrative Roles) | Description | Actions | Documentation |
|---|---|---|---|
| NAU_GL Dept Journal Creator | Create Internal Departmental Transactions (IDT) journals | Create, Copy, Edit, Budget Check, Submit for Approval | Departmental Journal Processing |
| NAU_FS View Only Trigger | Gives view access to the system if no other administrative roles are granted | View only | |
| NAU_GM End User | Gives user access to the Award Profile page in the Grants Module to view detailed award information | View only | |
| NAU_GM View | Gives user access to view the Budget Overview in the Grants Module for a specific project ID | View Only | |
| NAU_PO Reports | Gives users access to certain Purchasing related reports | ||
| NAU_PO Pcard Approver | Allows user to approve p-card transactions through the procurement card module | Add comments, change distribution and approve | P-Card Processing |
| NAU_GL Dept Journal Approver | Approve Internal Departmental Transactions (IDT) journals | Approve, Deny | Approving Journals |
| NAU_AM Search-print | Allows users to view and print asset details. Normally, used by users involved with asset inventory. | Search and print reports |
Please make sure approvers understand their responsibilities per Comptroller Policy CMP 203 – Fiscal Responsibilities
How to add and remove security roles:
Adding and Removing Access: All security requests can be made through the on-line ePASS request process. This process is similar to the electronic Personnel Action Request forms(ePAR). More information, including online training guides, can be found here http://nau.edu/ITS/Learn/ePASS.
Workflow Approval Section:
Approval roles only give users access to transaction approval pages in the event a workflow approval request is routing to them, for example cash advance and journal approvals. In order to receive workflow approval routing, the user must also be setup in workflow assignment tables. To avoid having to request both security access and workflow approval setup, departmental and project level approval roles are automatically assigned when a user is setup in the workflow assignment table, or in the case of project managers, in the project setup tables. To view the existing approval assignment table setup, run the Business Objects “PS Financials Approvers Listing” found under the Financial Management Reports> General Accounting folder. See the process for requesting approver setup below.
Multiple departmental approvers are allowed for departmental approvals. If multiple approvers exist, only one approver is required to approve departmental journals (first one to approve).
Department Head Request:
For new departments requested through the Budget Office, the department manager listed on the request form is setup as the department head by default. To view a list of your department head or project approvers, please see the ‘PS Financials Approvers Listing’ report in the Business Objects Public Folders > Financial Management > General Accounting folder.
To update or change a department head, complete the Department Manager ID Change Request Form and submit to the Budget Office.
Project Manager Requests:
For new grant projects, the principal investigator (PI) on the grant award is setup as the project manager by default. The PI may delegate his/her approval authority to another user by submitting a Signature/Approval Delegation form to the Post Award Office.
Vacation assignments:
An approver may delegate his/her approval authority while they are on vacation or during a period of time they otherwise are unable to carry out their approval responsibility. The only requirement is that the delegated approver has the appropriate approval security roles. To request vacation approval assignments, the approver simply needs contact the Financial Administration and Technical Support Services requesting that their approval authority be reassigned along with the following information: time period for the assignment (from/to dates) and the name and user id of the delegated approver.
Reassignments:
If a transaction has already routed to an approver who is unable to approve, the approver’s supervisor may request that the transaction be reassigned to another approver by contacting the Financial Administration and Technical Support Services along with the transaction number and the name and user id of the delegated approver.