ROLE BASED SEQURITY. Role Base Access

Transcription

1 ROLE BASED SEQURITY By Jill Blaschke Fayette County Public Schools Role Base Access Role Base Access vs Private Roles Roles vs. User Attributes Functional vs. Data roles Additional roles 1

2 Role Base Access vs. Private Roles System to manage permissions in MUNIS effectively Easily identify groups of people by job/function and data accessed As job duties change; add, modify or remove roles Make change to one role- updates all users assigned to role User Attributes vs. Roles User Attributes Establish user,manage status, depart#, printers, proof location Attach Roles for permissions Set workflow specifics Roles Menus/programs to access Permissions/functionality per module System access Data access 2

3 User Attributes/Roles for a Principal Roles assigned to a Principal Initials identify groups also Layers of Roles 1 st - MUNIS (system)access 2 nd -Central Programs 3 rd Function access (basic) 4 th - Data access 5 th additional/special tasks 3

4 MUNIS Access to all users All users need MUNIS ACCESS for: Personal spool file, Output to PDF, Mail Merge, Web parts, TCM, Workflow Could create a separate role for anyone differentsee all Spool files, TCM delete, etc.. Function vs. Data Roles Function roles Identifies functions/permissions per module Identifies menus/programs to access Assign to people with similar jobs(all principals/managers) Data roles Set limitations to data accessed (po s, employees) No MENUS Set GL restrictions No functions identified Assign to people accessing same data 4

5 Function vs. Data Roles Assign Function role to people with similar jobs in MUNIS (principals, managers, school admins, FRYSC, inquiry only) Data role will then determine the specific data each person would access (school, grant or dept) Functional roles Identify common/shared functions Create function roles for shared jobs Manager-approves Time, PO s & needs reports for budget vs. actuals Book Keepers- enters PO s, inquiry/reports Time Keepers- enters time, employee inquiry, reports Inquiry only-po inquiry, employee inquiry, Account Inquiry Specialty roles/additional tasks added later 5

6 Creating Functional Roles Identify menus needed for role PO Entry, Employee Master, Employee Accruals, etc Account inquiry/reports Identify functions required for job View invoices? Approve PO s? Approve time? View employee s master, accruals? Enter Journal entries? Role for Principal or Manager Create Role Add menu access under Menu Security Add permissions per module under Module view Attach role to users 6

7 Function Roles NOTE: Certain permissions require specific functions GL permissions required for Req/PO/Invoices PO permissions required for PO receiving, PO inquiry & vendors inquiry Adding PO s require AP, GL, Req & Bid Entering invoices require Budget permissions Function Permissions Select functions allowed in module Data set on data role 7

8 Function Permissions Data set on data role Function Permissions Permissions set per module Data Access set on data role 8

9 Payroll Functions Access to see data when approving time/see employees Data Access assigned on data role Payroll Functions Only if approving several locations Set permission to verify batches and accruals 9

10 Role Permissions Tab Summarizes on User Attributes Creating Data Roles Identify locations/departments Restrict data for only those areas to see PO s Employees GL limits for org/obj/projects Create Data roles Role has No MENUS Assign to users accessing limited data 10

11 Creating Data Roles Create all district data role Assign to employees needing full access (no restrictions) PO s, Employees GL limits for org/obj/projects Easily identify who has full access to all data! Data Roles No menus, role gives access to data only 11

12 AP Data Access Role Permissions tab blank- set on Function role Data for school/dept set to see only their invoices GL Data Access Permissions tab blank-flags set on Function role GL data for school/dept assigned on data role 12

13 GL Data Access PO & Requisition Data Access Permissions flags set on function role PO data for school/dept set 13

14 Payroll Data Access Permissions on all tabs are blankflags set on Function role Limit access for Location(s) and Subs Role Data Tab Summarizes on User Attributes 14

15 User With Multiple Locations Approves requisition for several departments Central Office Power User 15

16 Verifying Role s Create Test01 account Copy other user role to Test01 Create Func_Admin & attach access to Roles & User Attributes Add Func_Admin role to Test01 Sign in as Test01to verify user s permissions Modify permissions while on as Test01 Why Role Base Security? Manage permissions in MUNIS effectively Identify groups of people by job/function Attach data roles Make change to one role- updates all users assigned to role Easily identify users by data or permissions Initials field SM=school manager SBT school book/ timekeeper 16

17 Helpful Documents on Security Found in MUNIS Knowledge Base Financial Role Permissions Security Tips: Protecting your Payroll/HR Data Copy of MUNIS Financial Role Permissions by Module V8.1 Questions/Comments 17