New Feature - Data Access Sets

One of the new features in General Ledger is Data Access Sets. This feature plays a very important role in having a Secured Data Access to the user or one can called it as RBAC (Role Based Access Control). In previous versions, access to data by users has been restricted only by excluding the menus and functions of the responsibility and then that responsibility is assigned to the particular users who are eligible. This job is carried out by a system administrator or a consultant having system administrator responsibility. This functionality stays as such in Rel 12 also. Apart from the above, in Rel 12, General Ledger has also contributed a new feature towards securing data. A Ledger created in General Ledger Module is accessed by various modules using different responsibilities, if one decided to exclude menus for all such responsibilities it will be a time consuming process, instead one can create a security by creating an Data Access Set for a ledger in General Ledger itself, which will apply to all responsibilities using that particular ledger. However, a setting is required for each such responsibilities, that is you have to attach the respective Data Access Set to the respective Responsibility by using GL: Data Access Set profile option. This setting can be done only from system administrator responsibility. Note: One Responsibility can have only one data access set assigned. Now let us see what are the types of security that one can have for a ledger or ledger set. 1) Full Ledger 2) Balancing Segment Value 3) Management Segment Value 1) Full Ledger - Full ledger access means having full read and write access to the ledger and all of its balancing segment values or management segment values. 2) BSV - If you assign specific balancing segment values to legal entities and ledgers, you will only be able to use those balancing segment values during transaction processing and journal entry. 3) MSV - When securing management segment values for a ledger, take note of the management segment values you used when you assigned the default accounts to the ledger, such as the retained earnings account and the cumulative translation adjustment account. The privileges available for all the three Data Access sets are : Read Only: Allows users to view data in ledgers and balancing or management segment values. Read and Write: Allows users to view and enter data in ledgers and balancing or management segment values. If you closely observe the BSV and MSV data access types it is more or less similar to a security rule that is defined in General Ledger module. And one more thing, BSV and MSV type Data Access sets also considers Security Rules. For Eg: Assume that you have blocked a Segment value 01 for your company segment,

whereas you have included segment value 01 in the Data Access set, in which case, the user will not have access to the segment value 01.

Defining Data Access Sets

Prerequisites

• Ledgers must be assigned to accounting setups that have a complete status.

To define a Data Access Set:

1. Navigate to the Data Access Set window.

2. Enter a name for the data access set.

3. (Optional) Enter a Description for the data access set.

4. Enter the name of the Chart of Accounts for the data access set.

5. Enter the Calendar for the data access set. The Period Type will default.

6. Choose a value from the Access Set Type field:

Full Ledger: To grant privileges to an entire ledger or ledger set.

Balancing Segment Value: To grant privileges for all or specific balancing segment

values in a ledger or ledger set.

Management Segment Value: To grant privileges for all or specific management

segment values in a ledger or ledger set.

7. In the Ledger/Ledger Set column, enter the ledger or ledger set that you want to

include in the data access set. You can only choose ledgers and ledger sets that share

the same chart of accounts, calendar, and period type as the data access set.

Note: You will not be able to choose a ledger unless it is assigned to a complete

accounting setup.

Note: If you use reporting currencies (journal or subledger level), then you may enter

a reporting currency that shares the same chart of accounts, calendar, and period type

as the data access set.

You can assign the same ledger and/or ledger sets to multiple data access sets, but you

cannot assign one data access set to another data access set.

8. If you specified the Full Ledger Access Set Type, skip to step 9. If you specified the

Balancing Segment Value or Management Segment Value Access Type, specify one

of the following:

o Check the All checkbox to grant privileges to all balancing or management

segment values in the ledger.

o Enter a specific balancing or management segment value for the ledger or

ledger set. To include more than one balancing or management segment value

per ledger or ledger set, complete additional rows.

Note: If you specify a parent segment value, then the read-only and read and write

privileges are automatically propagated to all of its child values at all levels of the

hierarchy.

9. Choose a Privilege:

Read Only: Allows users to view data in ledgers and balancing or management

segment values.

Read and Write: Allows users to view and enter data in ledgers and balancing or

management segment values.

10. (Optional) Choose the Default Ledger button to specify a default ledger for this data

access set. The default ledger will automatically default in all windows that provide a

Ledger field.

11. Save your work. The General Ledger Accounting Setup Program will be submitted.

Note the Request ID and ensure this program completes successfully.

Close the form to create and update a Data Access Set.

Once saved, you cannot delete the data access set. Ledgers and ledger sets can be

added or removed from the data access set.

If you need to change the segment value or privilege for a ledger or ledger set in the

Segment Values region, you must first delete the ledger or ledger set and then add it

back with the preferred segment value or privilege.

You can use the Data Access Set Listing report to review the details of your data

access sets.

Note: Before you can use a system-generated or user-defined data access set for

General Ledger processing, you must have your System Administrator assign it to the

profile option GL: Data Access Set at the General Ledger Application, or

Responsibility level. This profile option controls the ledgers that can be accessed by

Oracle General Ledger.

If using Oracle Subledgers, you must assign a ledger to the GL Ledger Name profile

option to indicate the ledger to use for your subledger applications. The ledger

specified is automatically assigned to the GL: Data Access Set profile option, but you

can override it. If you want to access more than one ledger for Oracle General Ledger

processes, assign a data access set to the GL: Data Access Set profile option. This

data access set should include the same ledger used by your Oracle Subledgers so you

can view subledger data transferred to General Ledger.