Security Liaison User Group Meeting May 29, 2009.
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Transcript of Security Liaison User Group Meeting May 29, 2009.
Security Liaison User Group Meeting
May 29, 2009
Agenda Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
Welcome
Introduction OSC Core-CT HR Team Core-CT Fin Team Core-CT Security Team
Facility
Welcome
Goal: Help Security Liaisons understand Core-CT Security and related tasks Improve Communication Improve access to Security related information
Improve Security Website Layout Provide more on-line job aids and valuable links
Collect Feedback Help transition Liaison responsibilities
Welcome
Security Liaison Communication Vehicles: Core-CT Security Bulletins E-mail Core-CT Security Mailbox Core-CT Security Website User Group evaluations Liaison Survey
Welcome
Security Liaison Survey Results, March 2009 21 HRMS 24 Financials 24 Primary Liaisons 8 Secondary Liaisons 29 Agencies
Welcome
Security Liaison Survey - Findings Need better understanding of CO-1092 process Need better understanding of EPM Reporting
tables Need better understanding of Financial
Workflow & Origins Need better understanding of HR Roles 75% of survey participants would like a User
Group - 1 or 2 times a year
Agenda
Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
Financials Security OSC Processing - CO-1092 and Segregation
of Duties
The general guidelines cont.: Accounts Payable – A Voucher Adjustment, Maintainer or
Processor can not have the Voucher Approver or Alternate Approver Role. Additionally, a Voucher/Alternate Approver can not have either the Requisition Purchase Approver or any Purchase Order Approver Role.
The Business Unit must have an approved CO-512 on file with the Comptrollers office for identifying all final approvers. Only the final approvers should be listed on the CO-512. For Requisitions, the final approver role is the Requisition Purchase Order Approver; for Purchase Orders, the PO Budget Approver; and for Accounts Payable, the Alternate Approver and the Voucher Approver.
Financials Security OSC Processing - Reasons for Delays in the
Processing of the CO-1092: Conflicts exist in an individual’s current roles or the roles
requested for the individual have a conflict or will cause a conflict with the existing roles. Conflicts should be eliminated currently or prospectively prior to the resubmission of the CO-1092.
A CO-512 must have been approved for your Business Unit and on file with the Accounts Payable Division. If not, notice of this deficiency will be communicated to your Business Unit by e-mail, allowing the Business Unit five (5) business days to comply before the CO-1092 is rejected. As a reminder, the CO-512 requires the signature of the agency head.
Financials Security OSC - Roles Audits
APD conducts periodic audits of the agencies’ security roles for segregation. A listing of all employees that have financial roles is generated and compared to a Segregation of Roles grid. An analysis is made to determine if a conflict in an individual’s roles exists. The Business Unit is notified if a conflict has been determined to exist and is given two (2) weeks to come up with a resolution. A copy of the corrections resulting from an audit must be sent by e-mail to [email protected]. If the conflict(s) is (are) not resolved in the time allotted APD will be forced to delete the conflicting role(s). The Comptroller’s Accounts Payable Audit team is willing to assist any agency that may have some difficulties in the segregation of roles.
Financials Security Workflow & Origins
When to use the Financials Appendix Page – CO-1092 General Buyer OR Program Buyer PO Amount Approver 1&2; PO Budget Approver Requester and Multi Requester Req. Amount Approver 1-4; Req. Budget Approver; Req.
Purchasing Approver Alternate Approver Adjustment Voucher Processor; Journal Voucher Processor;
Voucher Processor Voucher Approver
Financials Security Workflow & Origins
General Buyer & Program Buyer, You must complete the following:
Ship to location Deptid Origin (1 only)
Financials Security Workflow & Origins
Requester and Multi Requester, You must complete the following:
Ship to location Deptid Origin (1 only)
Financials Security Workflow & Origins
PO Amount Approver 1&2; PO Budget Approver Req. Amount Approver 1-4; Req. Budget Approver; Req. Purchasing Approver, Alternate Approver Voucher Approver: You must complete:
Business Unit Origin(s) All must be listed
Financials Security Workflow & Origins
Adjust. Voucher Processor, Journal Voucher Processor, Voucher Processor You must complete:
Origin (Only 1)
Financials Security Workflow & Origins:
Origins are three character representation of and Agency, Bureau, Division or Unit
Origins are used to identify where transactions originate Workflow enables transactions to flow from originator to
approver when:Transaction Originator Origin = Transaction
Approver Origin Workflow Transactions include Requisitions, PO’s,
Vouchers
Financials Security
Workflow & Origins How to look up Origin and Business Unit for
Approval Roles Approval Roles:
CT WF REQ AMT APPROVER 1 – 4 CT WF REQ BUDGET APPROVER CT WF REQ PURCH APPROVER PO Amount Reviewer 1 - 2 PO Budget Reviewer Voucher Approver Alternate Approver
Financials Security Workflow & Origins - Steps to lookup Route
Controls on Workflow Roles in Core-CT Navigation: FIN PeopleTools>>Security>>User
Profiles>>User Profile Enter Userid Click ‘Search’ Click ‘Roles’ tab Select the ‘Route Control’ link to the right of the
Approval Roles. Origin and Business Unit is displayed Click ‘OK’ or ‘Cancel’ to return to ‘Roles’ tab
Financials Security Workflow & Origins - Steps to lookup Route
Controls on Workflow Roles in Core-CT
Financials Security Workflow & Origins
How to look up Voucher Origins in Core-CT Navigation: Set Up Financials>SupplyChain>Common
Definitions>User Preferences>Define User Preferences
Enter Userid (ex: test) Click ‘Search’ Click on Procurement link Click on Payables Online Vouchering link Voucher Origin is displayed (Ex: ZZZ) under Default
Values
Financials Security Workflow & Origins
How to look up Voucher Origins in Core-CT
Financials Security Workflow & Origins
How to look up Requester setups in Core-CT Navigation: Set Up Financials/Supply Chain>Product
Related>Procurement Options>Purchasing>Requester Setup
Enter Userid in ‘Requester’ field – Ex: BellamoJ Click ‘Search’ Request Setup Page: displays the requester defaults: Ship
To, Origin, Department
Financials Security Workflow & Origins
How to look up Requesters setups in Core-CT
Financials Security Workflow & Origins
How to look up Buyers set ups in Core-CT Navigation: Set Up Financials/Supply Chain>Product
Related>Procurement Options>Purchasing>Buyer Setup Enter Userid in ‘Buyer’ field – Ex: StarbalaA Click ‘Search’ Buyer Setup Page: displays the Buyer defaults:
Department, Ship To, Origin
Financials Security Workflow & Origins
How to look up Buyers setups in Core-CT
Agenda
Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
General Security
CO-1092 Security Form - Process Flows Supervisor initiates/authorizes CO-1092
request submits to Liaison Liaison verifies, authorizes and faxes to Core-
CT Security (CS) mailbox If new user, CS requests User ID from ITD CS obtains appropriate central authorizations
(OSC or DAS) CS processes request and notifies Liaison Allow 2 week turnaround time
General Security
CO-1092 – Authorizations Required Agency Liaison ITD OSC/DAS
General Security
Receive CO-1092from Agency
Sort by typeNew
ModifyName Change
HRMSor
Financial
To OSC for review and approval
Segregation of duties And CO-512
To Core-CT for review and approval
Segregation of duties
Core-CT Security makes changes to
the user profile
Core-CT Securitymakes changes to
user profile
New to ITD for assignment of
User ID
Faxed back to agency liaison
CO-1092 – Process Flow
New User ? No
New User ? Yes
General Security
CO-1092 - Prioritization of Security Requests
1. New Users2. Updates3. Name Changes
General Security
Security Liaison Guide Guide will help you to understand:
Core-CT Application Security Password policies Agency Security Liaison Responsibilities and Agency
Manager Responsibilities CO-1092 Process Financial / HRMS / EPM Security Other useful links and job aids
Agenda
Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
EPM Security
Understanding EPM Reporting Table and Security: Reporting Functional Subject Areas EPM Permissions and Access Groups (Trees) User Profiles: Roles, Data Permissions How it all Comes Together
EPM Security
Functional Reporting Subject Areas HR or Financial information and data access will
be the same in EPM Exceptions: EPM only access; EPM roles do not
mirror Financial or HR roles
EPM Security Functional Reporting Subject Areas
HR Reporting Table descriptions job aid:
http://www.core-ct.state.ct.us/epm/docs/hr_reporting_table_summary.doc
Position Information Subject Area
Position Reporting Table (CTW_POSITION)The Position Reporting Table contains data related to the employee positions
that have been set up within the State of Connecticut. The table will hold the status of the position (whether it has been approved or not), the department or agency assigned to the position, the job code or class of the position, and the chart field string that has been assigned to the position for budgeting purposes. This reporting table will not hold the employees that will be assigned to the positions as it is possible for several hundred employees to be enrolled in the same position. A join to the Employee table will allow the user to select both employee and position information.
EPM Security Functional Reporting Subject Areas
Financials Reporting Table descriptions job aid:
http://www.core-ct.state.ct.us/epm/docs/fin_reporting_table_summary.doc
General Ledger Subject Area
Ledger Balances Table (CTW_LED_BAL)This table holds ledger balances for each accrual ledger (modified
accrual, full accrual, and modified cash ledgers) for all accounting periods and fiscal years. Included in this table will be the business unit, ledger, ChartFields, and the posted total amount. Users can query this table to view the State's accrual accounting position for the current month or year-to-date.
EPM Security EPM HR Permissions
and Access Groups
Access Groups
Reporting Tables
Permission Lists
EPM Security EPM Fin Permissions
and Access Groups
Access Groups
Reporting Tables
Permission Lists
EPM Security How it all comes together:
EPM User Profile
Roles
Permission Access Groups Reporting Tables
Lists
EPM Security
EPM User Profiles: Roles, Data Permissions Liaison must check EPM checkbox on CO-1092
form User must have EPM Reporting Role(s) to access
EPM Reporting Tables User must have data permissions (HR Deptid or
Fin BU) to access Core-CT Data in EPM
EPM Security EPM User Roles
Reporting Table to Role Mapping Job Aid – HRMS
http://www.core-ct.state.ct.us/epm/Reporting Table to Role Mapping
EPM Security EPM User Roles
Reporting Table to Role Mapping Job Aid- Financials
http://www.core-ct.state.ct.us/epm/Reporting Table to Role Mapping
EPM Security How it All Comes Together in EPM User Profile
EPM Data Permissions: FIN HR
EPM Security How it All Comes Together in EPM User Profile
Reporting Table role
Portal, EPM Application & signon- time roles
Agenda
Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
HRMS Security HRMS/EPM Application Security Request form
The CO 1092 Security Request form for HRMS/EPM
The HRMS/EPM Security request form is now a separate form from FIN/EPM
When making your requests, please be very careful not to put a check mark by any roles that the User already has
http://www.core-ct.state.ct.us/security/xls/hrform.xls
HRMS Security
HRMS Role Handbook The handbook is provides:
Roles Descriptions Tasks associated with each role
http://www.core-ct.state.ct.us/docs/hrms_role_handbook_task_55.doc
HRMS Security HRMS Role Mapping Job Aid
HRMS Security HRMS Role Mapping to Page Job Aid
http://www.core-ct.state.ct.us/user/hrjobaids/overall/default.htm
HRMS Security HRMS Reports
Reports can be found in the master reporting document list
Go to Core Security Web Site
Click on Reporting Job Aids
Click on the appropriate hyperlink.
http://www.core-ct.state.ct.us/
HRMS Security Segregation of Duties
There are two very important roles associated with the security segregation of duties guidelines.
Agency Payroll SpecialistAgency Time and Labor Specialist roles
These roles cannot be assigned to a User who has the Agency HR Specialist role. The link below provides further information.
http://www.core-ct.state.ct.us/security/docs/hr_seg_duties
Agenda
Welcome Mary Yabrosky Financials Security Patty Cafazzo,
Nayda Flores General Security Sam Johns EPM Security Mary Yabrosky HRMS Security Tracy Douglas Security Updates Sam Johns, Mary
Yabrosky
Security Updates
CO-1092 Retention Schedule: CSL & OSC - agencies to
retain original forms 2 years from employee’s separation of service – 3/2009
RIP impacts: Delete users and adjust roles of approvers and
processors Ensure timely submission of CO-1092s for deletion or
updates of HR & Financial users
Security Updates
Userid Audits Changing from Quarterly to Biannually Identifying new mechanisms to automate
process Subsequent reporting in EPM
Security Updates
New and modified Security forms and jobs aids: Security Liaison Guide –4/2009 HRMS Role Handbook –3/2009 Financial Role Handbook –2/2009 HRMS CO-1092 Form – 3/2009 Financial CO-1092 Form – 4/2009
Security Updates
New and revised Security forms and jobs aids: Agency Security Liaison List – 4/2009 EPM Table to Role Mapping – 5/2009
Security Updates Core-CT Security Website – Before Changes
Security Updates Core-CT Security Website - After
Security Updates Security Liaison Website – new Links and Job Aids
Security Liaison Guidehttp://www.core-ct.state.ct.us/security/docs/liaison_guide.doc
State IT Policieshttp://www.ct.gov/doit/cwp/view.asp?a=1245&q=253994&doitNav=|&doitNav=|
Comptroller Memorandahttp://www.osc.state.ct.us/
Roles HRMS Pages and Reportshttp://www.core-ct.state.ct.us/user/hrjobaids/tl/hrms_rl_hndbk.xls
Security Liaison Financials Job Aid (Workflow Routing Template)http://www.core-ct.state.ct.us/financials/wf/
Navigation to Look up Requesters and Buyershttp://www.core-ct.state.ct.us/security/docs/look_%20up_rqstrs_and_byrs.doc
Steps to Look Up Route Controls in Workflowhttp://www.core-ct.state.ct.us/security/docs/fin_lkp_origin_bus.doc
When to Use Appendix – BU Workflows for Origins- coming soonhttp://www.core-ct.state.ct.us/security/docs/when_to_use_fin_appdx.doc
Roles needed to access Financial Reportshttp://www.core-ct.state.ct.us/reports/financial.asp
EPM Reporting Table to Role Mappinghttp://www.core-ct.state.ct.us/epm/xls/rptng_tbl_to_rl_mppng.xls
Agenda
User Group On-line Evaluation Form:http://www.core-ct.state.ct.us/evaluation/
THANK YOU!