Y Balt B.Sc. (Math Science) Hons

USER MANUAL

SUPERVISOR (IT)

Munsoft 5i Rel. 5.2

V2.6

2

CONTENTS

ABOUT MUNSOFT 4

SYSAID (BUG TRACK) .................................................................................................................................................................. 5

Help Screen ..................................................................................................................................................................................... 6

USER TO CHANGE OWN PASSWORD WHEN LOGGING ON THE FIRST TIME ................................................................................ 7

PRINTING OPTIONS (CHANGE FROM SCREEN TO PRINTER) ........................................................................................................ 8

PRINTER MAPPINGS ................................................................................................................................................................... 9

REGULAR PROCEDURES 10

daily > quick disk back-up ......................................................................................................................................................... 10

supervisor > regular procedures > daily > quick disk back up ....................................................................................................... 10

SECURITIES 10

copy opr structure .................................................................................................................................................................... 10

supervisor > securities > copy opr structure ................................................................................................................................. 10

operator maintenance .............................................................................................................................................................. 11

supervisor > securities > operator maintenenace ........................................................................................................................ 11

Add a User ................................................................................................................................................................................ 11

Change User’s Password ........................................................................................................................................................... 13

Change User’s Printer ............................................................................................................................................................... 14

Change User Status .................................................................................................................................................................. 15

OPERATOR MENU SETUP .......................................................................................................................................................... 16

supervisor > securities > operator MENU SETUP .......................................................................................................................... 16

copy live to test ............................................................................................................................................................................. 17

supervisor > utilities > copy live to test ........................................................................................................................................ 17

open/close system ................................................................................................................................................................... 17

supervisor > utilities > OPEN/close system ................................................................................................................................... 17

system admin ........................................................................................................................................................................... 18

supervisor > utilities > system admin ............................................................................................................................................ 18

USER ACCESS RIGHTS ................................................................................................................................................................ 19

Supervisor > Securities > Security Audits > Operator Menu Access ............................................................................................. 19

aCTIVITY REPORT ON SERVICE PROVIDER OR ADMINISTRATOR ............................................................................................... 20

Supervisor > securities > Security audits > operator movements................................................................................................. 20

Operator maintenance ............................................................................................................................................................. 21

SUPERVISOR > SECURITIES > OPERATOR MAINTENANCE > .......................................................................................................... 21

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Password reset ......................................................................................................................................................................... 23

SUPERVISOR > SECURITIES > OPERATOR MAINTENANCE ............................................................................................................. 23

SETTING GLOBAL PASSWORD PARAMETERS ............................................................................................................................ 24

SUPERVISOR > SECURITIES > SECURITY SETTINGS ........................................................................................................................ 24

USER AUDIT TRAIL REPORT ....................................................................................................................................................... 25

sUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR MASTER AUDIT ............................................................................. 25

Report on failed logon attempts ............................................................................................................................................... 26

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT ................................................................................ 26

Logon Report ............................................................................................................................................................................ 27

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT ................................................................................ 27

BLOCKED USER REPORT ............................................................................................................................................................ 28

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT ................................................................................ 28

Log System Change ................................................................................................................................................................... 29

SUPERVISOR > SECURITIES > LOG SYSTEM CHANGE ..................................................................................................................... 29

Automated change management for support technician.......................................................................................................... 30

SUPERVISOR > SECURITIES > SUPPORT LOG ................................................................................................................................. 30

Module Usage Screen & Print ................................................................................................................................................... 32

Supervisor > Utilities > Check System Usage ................................................................................................................................ 32

NOTES 33

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ABOUT MUNSOFT

- Munsoft is developed in a modern recognized programming language to facilitate quick and easy enhancements.

- The user interface is a Graphical User Interface and screens are easy to understand and navigate.

- Munsoft runs on a recognized modern relational database called ORACLE 11g.

- The database performs Audit functions that records all master file amendments (Add, Change, Delete), records the date and time,

user as well as the old and new value of the field changed.

- Third party vendors may easily gain direct read-only access to Munsoft via an ODBC driver.

- All Munsoft operator menus are customized to the operator’s functions to be performed i.e. the system has a soft menu structure.

If at any stage you don’t have an option on your menu that you need you can ask your System Administrator or the support staff at

Munsoft to give you the latest Menu structure.

- All updating happens in real-time i.e. no batch processing or overnight updating.

- Munsoft integrates with 3rd party software systems like Contour, PAYDAY, VIP, EasyPay, Pay@, electronic meter reading handhelds,

prepaid vending systems, TGIS, ZMS, Metrolev, MBS, Lawpac, LaserCom, CAB Holdings and all South African Banks.

- Auditors and Financial consultants can easily extract any information from the FMS menu into Excel. (Consumers Debtors Extract

Menu)

- Munsoft uses an issue logging system called SYSAID.

SYSAID is a web based call logging system that automatically escalates issues should they not be attended to within a time-frame

and keeps all parties informed via email.

It is important to log all requests on the Issue Logging system as requests telephonically or via email could get lost or the person

may be on leave and not be able to attend immediately.

When the issues are logged on SYSAID the issues are picked up by any of the support staff at Munsoft immediately and the status of

the issue can be monitored by the municipality.

When logging an issue remember to give as much information as possible regarding the query and attach screenshots or reports to

assist the support staff in troubleshooting the issue quickly.

- Munsoft provides the option of sending out SARS compliant Consumer Statements via MMS to cell phones and Warning, Cut Off,

Final Notice and General Notices via SMS to cell phones. Once you have signed up you will be given an MMS and SMS account.

- All modules on Munsoft are integrated to the Vote Ledger.

- Munsoft is parameter driven.

- All Modules run on their own calendar which allows a module to run ahead until the GL catches up. For example the Cashier Module

can close to allow the cashiers to carry on with the new month if the other modules are running behind.

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SYSAID (BUG TRACK)

SysAid is a web based programme where you can log faults/issues with your support consultant, and you can track the progress

of the query.

SysAid is web based, web address is: http://support.munsoft.co.za, or you can click on the Bug Track button on your Munsoft

System (bottom Right corner, next to the Exit block) or you can e-mail support@munsoft.co.za

The Username and Password can be obtained from your support consultant. Please note that the username and password is

case sensitive.

As shown in the image below, you can SUBMIT A SERVICE REQUEST.

After you’ve clicked on ‘Submit a Service Request’ the following screen will appear.

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You must now fill in and complete your request.

Category: Please select a category AND Please select a sub-category from the drop down list.

Title: You can give your service request any relevant title.

Description: Please give us an explanation with examples of the problem you’re experiencing. Please also request the person

who is lodging the service request to fill in their name.

Urgency: Please select the urgency of the request from the drop down list.

Asset: Please leave as is.

Attachments: If you would like to add a document or saved screenshot, you can click on Add and browse for the file you want

to add.

When done, click on ‘Submit’

Munsoft will then receive the service request and action will be taken to sort out your issue/query, and feedback will be given to

you.

You can also view previous ‘Service Requests’ when you click on the link as indicated below.

HELP SCREEN

Displays updated information

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USER TO CHANGE OWN PASSWORD WHEN LOGGING ON THE FIRST TIME

After a user has been created on the Munsoft system, or the user’s password has been reset by IT, they must change their password

for security reasons.

On the second password screen, click the “Password” button:

Enter old password (the password you’ve been using up to the point you want to change it.

Enter new password

Re-enter new password

The following message appears, click OK:

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PRINTING OPTIONS (CHANGE FROM SCREEN TO PRINTER)

Users have the option to ‘print’ to a printer or to screen (notepad). This can be changed as follows:

Click on the ‘Printer’ button at the bottom of the Munsoft Screen.

A screen will pop up with all the printers that is active for that user.

Click on the relevant printer.

To double check that the correct printer is selected, you can verify the name next to the word ‘Printer’.

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PRINTER MAPPINGS

LPO is the Local Printer (on desk or most used) which the user will use.

The settings must be set up as follows for it to print correctly from the Munsoft System.

View > Printer Mappings

From the drop down, PROIV Printer, select ‘LPO’.

From the drop down, Windows Printer, select the printer name which is loaded on the Users Windows profile which s/he wants to

print to mostly.

Click on Fonts… and change settings as follows:

Font: Courier New

Font Style: Regular

Size: 8

Script: Western

Ok, Save, Close

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REGULAR PROCEDURES

DAILY > QUICK DISK BACK-UP

SUPERVISOR > REGULAR PROCEDURES > DAILY > QUICK DISK BACK UP

A backup must be made before Billing and Month end.

- Ok

The Backup will now be performed and the system will return to the mail screen when it has been completed.

SECURITIES

COPY OPR STRUCTURE

SUPERVISOR > SECURITIES > COPY OPR STRUCTURE

When a new user has been created on the system, you have to copy a menu structure to the new user.

For the full menu, copy over SYS, but if there is another existing user who’s menu you want to copy, put that user’s code in.

From Company: Enter on ‘MDC’.

From Operator: Enter the operator code which you want to copy or use the drop down to search for the code.

To Company: Enter on ‘MDC’.

To Operator: Put in the code of the new user which have just been created.

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OPERATOR MAINTENANCE

SUPERVISOR > SECURITIES > OPERATOR MAINTENENACE

This screen is used to:

- Add users

- Change User’s printers

- Change passwords

- Change user status

ADD A USER

- Click on ‘Add’.

- Enter a ‘Code’ – three digit unique code (Letters). – If code exists, system will alert you that operator already exists

- Enter the ‘First Name’ of the new user.

- Enter the ‘Last Name’ of the new user.

- Enter past the ‘Linux User’ block. – The System will auto complete this block, this will be the username, the password will be

username01

- Status: Enter ‘0’ (active)

- Role: Enter

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- Enter

- On the Assign Menu Template’ screen, assign the Munsoft 5i Menu Template.

- A message will pop up, ‘CODE’ has been created. Click on ‘Ok’.

- Click on ‘Set Password’.

- New Password: enter your desired institution standard password.

- Retype Password: re-enter your desired institution standard password.

- Ok

- Ok

- Ok

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CHANGE USER’S PASSWORD

-

- Search for the user code, and click on the User’s name who’s password you want to change.

-

- Click on Password Maintenance.

- Click on ‘Set Password’.

- New Password: enter your desired institution standard password.

- Retype Password: re-enter your desired institution standard password.

- Ok

- Ok

- Ok

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CHANGE USER’S PRINTER

-

- Search for the user code, and click on the User’s name who’s password you want to change.

- Click on Printer Maint.

- Select the printers you want to add.

- Ok x 4

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CHANGE USER STATUS

-

- Search for the user code, and click on the User’s name whose status you want to change.

- Drop down the status list box, and select desired status:

9 – Inactive

0 – Active

- Ensure blocked tick box is also ticked accordingly, if inactive ensure the block is ticked and if active ensure the block is un-

ticked.

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OPERATOR MENU SETUP

SUPERVISOR > SECURITIES > OPERATOR MENU SETUP

This feature must be used to customize a user’s menu.

- Click on ‘Edit a User Menu’.

- Operator: Enter the operator’s code, or search for it on the drop down.

- Menu Code: Enter on ‘MENU’.

- To Enable a menu, make sure that there are two ticks next to the menus. (above in red block and purple block)

- To Disable a menu, remove the first tick next to the option you want disabled. (above in red block)

- When selecting an module e.g. Consumer Debtors, click on the word, ‘Consumer Debtors’ and make sure that all the

features are active within the module which you want activated. (e.g. below in Red block)

- Ok x 3

- Cancel x 2

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COPY LIVE TO TEST

SUPERVISOR > UTILIT IES > COPY LIVE TO TEST

Munsoft has the feature to copy the whole LIVE system to a TEST system, should you want to do training on live data, or do test

billing for instance.

- Click on Ok. - System will bring up a black screen with figures running across the system. - You will be asked for two passwords: mtestora (The curser will not show that you are typing, but make sure to enter the

password correctly, else the copy live to test will bomb out).

OPEN/CLOSE SYSTEM

SUPERVISOR > UTILITIES > OPEN/CLOSE SYSTEM

When a user locks the system the user must record the reason for locking

When you unlock the system the window will show you the current status of the system (Fig. Above right had side)

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When any user logs on they will be prompted with the Date, User and Reason for the system being locked.

Every time the system is locked and unlocked it is recording in a new audit table.

Menu change - Removed “Tape Backup” from Daily Procedures Menu

SYSTEM ADMIN

SUPERVISOR > UTILITIES > SYSTEM ADMIN

The System Admin feature is used to kill users. To throw a person off the system, or if a user get a record lock, you can kill their

session.

- Select the user name you want to throw off the system.

- Click on ‘Kill User’.

- Ok

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USER ACCESS RIGHTS

How to print/extract user access rights on a month to month basis to ensure that each change is referenced to the extract?

- The implementation of this would involve a monthly print out of the Operator Menu Report

- You would then check it against the previous month’s print out

- For each user with any changes you should then make sure that you have a formal request and approved form for the

identified change.

- This Print out should be signed by the ICT Manager and Director to acknowledge & ensure that review/monitoring for user

access rights has been performed.

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR MENU ACCESS

- Once you click Operator Menu Access, the below screen will pop up

- The above selection is showing how you can filter by a specific operator or you can view all the operators

- Below is an example of a report print out you can expect from this screen after selection of desired option

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ACTIVITY REPORT ON SERVICE PROVIDER OR ADMINISTRATOR

What menus did Administrator Access?

- The implementation of this would involve a monthly print out of the Operator Movement Audit

- This Report is just to ensure that an Administrator is not accessing what he/she is not supposed to be accessing

- E.g. If an administrator was set to Inactive and he/she calls and asks for access to work on a certain menu, after the access

form is approved and you grant access, you can then when done check their movement.

- If you notice something strange (Menu Access that was not requested) you may then go a step further and Audit the

changes they made using the Operator Master File Audit.

- This Print out should be signed by the ICT Manager and Director to acknowledge & ensure that review/monitoring for user

movement has been performed.

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR MOVEMENTS

The Operator movement audit can be used to view an operator’s activity on the system by viewing the programs they went into.

- The field at the top of the window can be used to select a certain criteria for filtering your search. There is the option to

select by a date range, a specific operator and a specific program. These fields are not mandatory and hence can be entered

through.

- You have two export options, you can either print your results to your selected printer or you can export them to excel.

The results contain the operator code and name, the Linux ‘seat’, date and time of the action taken on the menu. The From

Function and to function are the actual programs he had accessed.

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OPERATOR MAINTENANCE

Who are my active users, Inactive Users, last logon date, date created and can I link this username to anyone?

- The implementation of this would involve a monthly print out of the Operator Maintenance screen filtered according to

desired output

- This Report can perform many checks, active users, inactive users, last logon date, date user created on system

- To ensure that each user can be linked to a unique code, Munsoft uses the three digit code as a unique code which the

system does not allow duplicates, when that digit code is created ensure that you link it to a full user name and not a

function (e.g. Cashier), in the same operator maintenance screen you can also state the function of the user

- This Print out should be signed by the ICT Manager and Director to acknowledge & ensure that review/monitoring for user

changes has been performed and those changes that need an approved form have an approved form e.g. User Deletion,

Addition, Menu Change etc.

SUPERVISOR > SECURITIES > OPERATOR MAINTENANCE >

Once you click Operator Maintenance, the below screen will pop up

The operator Maintenance screen is used to update and view operators. On this screen you can set all parameter that pertain to

the operator e.g. Department they belong to, Role, passwords etc…

1. Each operator is listed with drill down options to set their parameters.

2. You can print the operators listed.

3. You can filter your list of operators by Code, Status, and order them by Name. Example below.

Below is an example of the report you can expect from this screen.

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You will notice that on this report you can now see all the required controls:

User Name Unique ID

User Name

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PASSWORD RESET

Are the password parameters set according to Minimum Best practice standard?

- The implementation of this would involve a password reset form and the administrator effecting the approved request

using the Operator Maintenance screen

- Do not change the password unless the form has been completed and signed by the user requesting the password change

for their own account

- Ensure you they sign in your presence and you also sign the same form in their presence after effecting change and the user

has tested and confirmed they can work

- This form needs to be kept safe as when the month end logon violation report is printed and a user has violations that

reached the lock out threshold, the date of the password reset to revoke the lockout should correspond with the date on

the password reset form

- The logon violation report print out should be signed by the ICT Manager and Director to acknowledge & ensure that

review/monitoring for user account lockout has been performed.

SUPERVISOR > SECURITIES > OPERATOR MAINTENANCE

The operator Maintenance screen is used to update and view operators. On this screen you can set all parameter that pertain to

the operator e.g. Department they belong to, Role, passwords etc…

4. Each operator is listed with drill down options to set their parameters.

5. You can print the operators listed.

6. You can filter your list of operators by Code, Status, and order them by Name.

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For Password parameters we will focus on item 1, click on the drill down option for password maintenance, this will pop up the

below screen

The above screen is the Password Maintenance screen for setting parameters and updating operator password, click the radio

button set password to affect desired change, when clicked the below screen appears

SETTING GLOBAL PASSWORD PARAMETERS

Are the password parameters set according to Minimum Best practice standard for the entire institution?

SUPERVISOR > SECURITIES > SECURITY SETTINGS

25

USER AUDIT TRAIL REPORT

What changes did the user make?

- The implementation of this would involve a monthly print out of the Operator Master File Audit Report

- This Report is to ensure that changes made on the system are authorised changes, be it a change that needs a formal

approval form or a change done according to user job function/day to day operations

- This Print out should be signed by the ICT Manager and Director to acknowledge & ensure that review/monitoring for user

changes has been performed and those changes that need an approved form have an approved form e.g. User Deletion,

Addition, Menu Change etc.

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR MASTER AUDIT

- Once you click Operator Master Audit, the below screen will pop up

The Operator Master Audit is used to report on the changes made to the operator master file. The old value as well as the new

value, the date and the operator’s Linux username which performed the change is recorded on the audit database.

1. You can select to filter your results by a specific operator that was changed/added or all operators that were

changed/added

2. You then select you operator if you selected by operator, a date range where the changes were performed and the type

of change – it could either be an update (change) or Insert (creating new user).

Below is an example of the report you can expect from this screen.

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REPORT ON FAILED LOGON ATTEMPTS

The following menu (Operator Login Audit) allows you to check successful login of users, failed login attempts and users that

have been blocked due to failed logins.

For this section we will be looking at failed logon attempts.

- This being the logon violation report print out, it should be signed by the ICT Manager and Director to acknowledge &

ensure that review/monitoring for user account lockout has been performed.

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT

After you enter into the above screen you are now able to select your desired date of audit and desired report, for this section

you will select Failed login and the below report will appear.

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LOGON REPORT

The following menu (Operator Login Audit) allows you to check successful login of users, failed login attempts and users that

have been blocked due to failed logins.

For this section we will be looking at Successful logons. - This report can be used to check against the Audit Trail or at the end of each month to see who logged into the system.

- This report can also come in handy if an employee is not at work but is accessing the system or suspended and accessing

the system

E.g. Identify that Yvette logged on to the system on which date and time. Be able to select desired periods

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT

After you enter into the above screen you are now able to select your desired date of audit and desired report, for this section

you will select successful login and the below report will appear.

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BLOCKED USER REPORT

The following menu (Operator Login Audit) allows you to check successful login of users, failed login attempts and users that

have been blocked due to failed logins.

For this section we will be looking at blocked users. - This report enables you to do preemptive maintenance, you know about a user status before the user requests for

assistance on password reset and unblocking for system access

- Should Management need a report as to who is blocked from accessing the system, this report becomes sufficient

supported by another report being e.g. Active users report or Failed login attempts report

SUPERVISOR > SECURITIES > SECURITY AUDITS > OPERATOR LOGIN AUDIT

After you enter into the above screen you are now able to select your desired date of audit and desired report, for this section

you will select users blocked and the below report will appear.

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LOG SYSTEM CHANGE

To enable automated tracking/auditing of system changes, an Administrator now has the ability to log a system change before

the change is made.

This is to allow for printing system change reports

SUPERVISOR > SECURITIES > LOG SYSTEM CHANGE

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AUTOMATED CHANGE MANAGEMENT FOR SUPPORT TECHNICIAN

The Support log screen is useful for support technicians:

- When a support engineer logs into the system he/she will receive the below screen to capture reason why they are login

into the system.

- If the Support Technician is already logged in and another request comes through then the support technician is able to log

the request from within the system by going to the below menu

SUPERVISOR > SECURITIES > SUPPORT LOG

- Once the support log is completed, the Administrator may print the log/release notes at any given time by clicking the mail

icon at the bottom of the screen.

- By selecting the new implementation drill down you will then see a list of implementation logs

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- Below is the message/log or release notes of the changes that have been performed on the system.

Once you click print the below report will be printed.

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MODULE USAGE SCREEN & PRINT

SUPERVISOR > UTILITIES > CHECK SYSTEM USAGE

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NOTES