Department Row Level Security Customization For People Soft General Ledger.Ppt

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The University of Calgary implemented a department row-level security customization to comply with Alberta’s Freedom of Information and Protection of Privacy Act (FOIP Act) within the General Ledger module.

This customization restricts row-level access by department when using online inquiry pages, PS Query reports running against the ledger and journal line records, and PS/nVision reports.

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Department Row Level Security Customization For People Soft General Ledger.Ppt

  1. 1. Department Row-Level Security Customization for PeopleSoft General Ledger March 12, 2007 Alliance 2007 Conference Orlando, Florida
  2. 2. Agenda/Contents <ul><li>Introductions </li></ul><ul><li>Overview </li></ul><ul><li>How does it work? </li></ul><ul><li>Why do we need it? </li></ul><ul><li>Questions </li></ul>
  3. 3. Introductions <ul><li>Allen Wong </li></ul><ul><li>Sr. Applications Consultant (FSCM) </li></ul><ul><li>Jerry Millette </li></ul><ul><li>Lead Application Architect (FSCM) </li></ul><ul><li>PeopleSoft Support Centre </li></ul><ul><li>University of Calgary, Alberta, Canada </li></ul>
  4. 4. City of Calgary <ul><li>One million residents </li></ul><ul><li>Host of 1988 Winter Olympics </li></ul><ul><li>Nestled beside the Rocky </li></ul><ul><li>Mountains </li></ul><ul><li>Located in the province of </li></ul><ul><li>Alberta </li></ul>
  5. 5. University of Calgary <ul><li>Founded 1966 </li></ul><ul><li>16 faculties (80 academic </li></ul><ul><li>programs) </li></ul><ul><li>36 research institutes and centres </li></ul><ul><li>28,200 current students </li></ul><ul><li>2,410 faculty </li></ul><ul><li>2,500 support staff </li></ul><ul><li>Alumni include current Prime </li></ul><ul><li>Minister of Canada Stephen </li></ul><ul><li>Harper and James Gosling (founder of </li></ul><ul><li>the Java programming language) </li></ul>
  6. 6. PeopleSoft and the U of C <ul><ul><li>Finance & Materials Management (Fin/MM) Module 8.8 - Go Live Aug 2005 </li></ul></ul><ul><ul><ul><ul><ul><li>Total: 16,500 users </li></ul></ul></ul></ul></ul><ul><ul><li>Human Capital Management (HCM) Module 8.9 - Go Live Apr 2006 </li></ul></ul><ul><ul><ul><ul><ul><li>Human Resources 440 users </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Self-Service (Payroll) 27,500 users </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Total: 28,000 users </li></ul></ul></ul></ul></ul><ul><ul><li>Student Administration (SA) Module 8.9 - Go Live Feb 2007 </li></ul></ul><ul><ul><ul><ul><ul><li>28,200 active student users </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>800 student administration staff </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>2,410 faculty </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Total: 31, 410 </li></ul></ul></ul></ul></ul>
  7. 7. Overview <ul><li>The University of Calgary implemented a department row-level security customization to comply with Alberta’s Freedom of Information and Protection of Privacy Act (FOIP Act) within the General Ledger module. </li></ul><ul><li>This customization restricts row-level access by department when using online inquiry pages, PS Query reports running against the ledger and journal line records, and PS/nVision reports. </li></ul>
  8. 8. How does it work? <ul><ul><li>Custom Tables </li></ul></ul><ul><ul><li>Modified People Code </li></ul></ul><ul><ul><li>Query Security </li></ul></ul><ul><ul><li>Original Customization at Go-Live </li></ul></ul><ul><ul><li>Modified Customization after Go-Live </li></ul></ul>
  9. 9. Custom Table (UC_GL_E005) <ul><ul><li>A custom table (UC_GL_E005) was created to associate User ID’s to Department ID’s. It consists of a SETID, DEPTID and OPRID </li></ul></ul>
  10. 10. Modified People Code <ul><ul><li>Changed the scroll select people code to link to the U of C table when the search button is pushed </li></ul></ul>
  11. 11. Query Security <ul><ul><li>Query security was place on the ledger table to limit user access </li></ul></ul>
  12. 12. Original Customization <ul><li>Original customization consisted of the following components: </li></ul><ul><ul><li>New record to hold valid department / user combinations </li></ul></ul><ul><ul><li>New page to maintain the above record – allow copy of one user’s profile to another and allow a user to be assigned “All Departments” </li></ul></ul><ul><ul><li>Only applies to GL Inquiry, Query, and nVision – not to GL Journal Entry screens </li></ul></ul>
  13. 13. Original Customization
  14. 14. Modified Customization <ul><li>Subsequently after go-live, it was determined the following components needed to be added: </li></ul><ul><ul><li>Replaced “Select All Department” check box with new security role to automatically update user’s profile to include all active departments </li></ul></ul><ul><ul><li>Added “Remove All Departments” check box to clear a user’s profile </li></ul></ul><ul><ul><li>Ability to grant “blank” department access to view journal transactions that do not have a department chartfield value </li></ul></ul>
  15. 15. Modified Customization
  16. 16. Why do we need it? <ul><ul><li>Row-Level Department Security delivered in PeopleSoft HCM but not in General Ledger </li></ul></ul><ul><ul><li>Government Legislation </li></ul></ul><ul><ul><li>Standardized Chart of Accounts (COA) </li></ul></ul><ul><ul><li>Culture </li></ul></ul>
  17. 17. Government Legislation <ul><li>FOIP (Freedom of Information and Protection of Privacy Act) </li></ul><ul><ul><li>Alberta government / public service organizations </li></ul></ul><ul><ul><li>Section 2 b) to control the manner in which a public body may collect personal information from individuals, to control the use that a public body may make of that information and to control the disclosure by a public body of that information, </li></ul></ul>
  18. 18. Standardized Chart of Accounts <ul><li>Legacy FRS (Financial Reporting System) </li></ul><ul><ul><li>20-year old mainframe system with non-standard financial coding structure </li></ul></ul><ul><ul><li>Mapping of legacy codes to a financial COA (Caseware) to produce trial balance and financial statements </li></ul></ul><ul><ul><li>Security down to lowest level of detail and specific account combinations by user – faculty and/or departments “owned” specific accounts </li></ul></ul><ul><ul><li>Data redundancy with legacy coding structure </li></ul></ul><ul><ul><li>Lowest level of detail included employee salary information </li></ul></ul>
  19. 19. Standardized Chart of Accounts <ul><li>PeopleSoft General Ledger </li></ul><ul><ul><li>Standard financial Chart of Accounts – no additional mapping required to produce trial balance and financial statements </li></ul></ul><ul><ul><li>Standard COA for all users, no account “ownership” and data redundancy </li></ul></ul><ul><ul><li>No delivered security by chartfield </li></ul></ul><ul><ul><li>Summarized financial information – no employee salary information </li></ul></ul>
  20. 20. Culture <ul><li>Budget Officers by Faculty </li></ul><ul><ul><li>Journal entry performed by individual departments </li></ul></ul><ul><ul><li>Fear of other faculty budget officers reviewing department financial information </li></ul></ul><ul><ul><li>Many departments with only one employee – therefore salary information can be determined </li></ul></ul>
  21. 21. In Conclusion <ul><ul><li>Row-Level Department Security delivered in PeopleSoft HCM but not in General Ledger </li></ul></ul><ul><ul><li>Customized GL department security only applies to GL inquiry pages, Query, and n/Vision – users still able to view all journals via journal entry page </li></ul></ul><ul><ul><li>Users accustomed to legacy system which allowed for security down to lowest level of detail and specific account combinations </li></ul></ul><ul><ul><li>Standard financial COA means that users need to be educated on basic accounting principles </li></ul></ul><ul><ul><li>Single staff departments may violate FOIP </li></ul></ul>
  22. 22. Questions?
  23. 23. This presentation and all Alliance 2007 presentations are available for download from the Conference Site Presentations from previous meetings are also available

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