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Decentralized Access Control System (DACS) User Guide

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Contents

DACS (Decentralized Access Control System) …………………………………………………………………………………………. 3

Background – Delegation of Authority…………………........................................................................ 3

What is DACS? ……………………………………………………………………………………………………………………………….. 3

Benefits of DACS………………………………………………………………………………………………………………………. 3

What information is included in DACS?........................................................................................... 3

Requesting Delegation of Authority ………………………………………………………………………………………………. 4

View Your Submitted Requests………………………………………………………………………………………………………. 8

View Submitted Requests for an Employee……………………………………………………………………………………. 9

View Authorized Approvers by Division, Dept., Etc….………..……………………………………………………………10

How to Guide for Approvers…………………………………………………………………………………………………………..11

Quick reference to Business Units and Charts of Accounts……………………………………………………………..13

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DACS (Decentralized Access Control System) Background – Delegation of Authority The delegation of authority is an organizational process in which responsibility for certain functions is passed down through a specific chain of command. The Trustee of the California State University (CSU) have delegated certain authorities to the CSU Chancellor, who in turn has delegated certain authorities to the campus Presidents, in various Executive Orders (EO) and memorandum. These authorities are often delegated down further to other campus administrators for efficiency as well as proper safeguarding of the university assets.

A formal delegation of authority should include the following: the source of the authority; a description of the authority that is being delegated; any limitations imposed.

What is DACS? DACS (Decentralized Access Control System) is a solution intended to manage the Delegation of Authority for various Financial and Administrative functions. This system, developed by CSU San Bernardino, effectively replaces the use of Signature Authorization forms and facilitates a robust automated workflow for transaction processing.

Benefits of DACS • Paperless solution (PeopleSoft) • Decentralized maintenance • Single repository accessible by all authorized users • Seamless interface for systems (example: Travel Concur) • Audit trail for changes

What information is included in DACS? DACS is comprised of tables that contain employee and financial information associated with delegation of authority:

• Administrative and Finance functions • Alternate supervisor (Concur) • Chartfield information (includes division, obtained from CFS) • Employee information (inherited PS HR module)

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Requesting Delegation of Authority Log into MyCoyote

• From csusb.edu home page top menu bar

• Log into MyCoyote using your credentials

• Scroll down and click on Administrative Systems

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• Click on PeopleSoft CS

PeopleSoft Breadcrumbs to Delegation of Authority Request Form • Main Menu > SB Custom > SB SA Custom Menu > DACS > USE (AWE) > SB Submit DOA Request

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Delegation of Authority (DOA) Request Form Procedures • Input employee ID, hit enter

• Request an Action to Create New, Update and/or Delete An Existing Authorization > click Next

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• Update your desired options and click Next

• Review your request and choose an Approver from the drop down list and click Submit

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View Your Submitted Requests PeopleSoft Breadcrumbs to Req By Oprid

• Main Menu > SB Custom > SB SA Custom Menu > DACS > USE (AWE) > SB SEARCH DOA REQ BY OPRID

• Input your employee ID and click search; on this page you can view past requests, check pending approval, and create new request. If they have more than one request click the view all link.

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View Submitted Requests for an Employee PeopleSoft Breadcrumbs to Req By Emplid

• Main Menu > SB Custom > SB SA Custom Menu > DACS > USE (AWE) > SB SEARCH DOA REQ BY EMPLID

• Input the ID of the employee you would like to search and click search; on this page you can see who submitted requests, view the full request, check pending approval, and create new request. If they have more than one request click the view all link.

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View Authorized Approvers by Division, Dept., Etc. PeopleSoft Breadcrumbs to DACS Approver Inquiry

• Main Menu > SB Custom > SB SA Custom Menu > DACS > USE > DACS Approver Inquiry

• Search by individual employee or by business unit, which then will allow you to pick a division and search all employees under the division. Choosing a division will also allow you to pick a department and search all employees under that department. You can be as broad or specific as you like, the only field that you must have is the business unit. The results can be downloaded into Excel by clicking on the blue box.

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How to Guide for Approvers PeopleSoft Breadcrumbs for Approvers to approve or deny a request

• From the main page once logged in, click on Worklists

• Here you will see a list of pending items that you will need to take action on by clicking on a link

• Here you will see what the employee currently has authorization for and what is being requested. Click on either the Approve or Deny buttons. Notice that there are multiple approvers (once one of the approvers takes an action on this request it will fall off from all approvers worklists)

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• If you choose to Approve the request, you will see this confirmation on the next screen

• If you choose to Deny the request you will be required to input a comment as to why you are denying the request (please make this meaningful as the employee will see this comment). Your confirmation screen will look like the screen below

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Quick reference to Business Units and Charts of Accounts The campus Chart of Accounts (COA) encompasses 5 different Business Units. A Business Unit (BU) is a financial operating structure (or financial “world”) that contains specific operational rules and processes and a Chart of Accounts (chartfield) structure.

Our campus contains 5 Business Units: SBASI – Associated Students Inc. (ASI) SBCMP – California State University San Bernardino – main operating Business Unit SBFDN – University Enterprises Corporation (UEC) Prior to 7-1-2011, CSUSB Foundation SBPHL – CSUSB Philanthropic Foundation SBSUN – Santos Manuel Student Union (SMSU)

Each of these Business Units has its own operating rules and Fund chartfields. It is important to familiarize yourself with which Funds your department has and in which Business Unit they reside and operate. Training courses are available for any fund.

Account chartfields are shared across Business units Funds are specific to the BU they operate in. DeptIDs are shared across Business Units Class chartfields are specific to FDN and PHL. They are shared in CMP, ASI, and SUN Project chartfields are specific to FDN and PHL. They are shared in CMP, ASI, and SUN

SBCMP Business Unit

The COA for SBCMP encompasses hundreds for Funds, DeptIDs, Accounts, Class codes, as well as Project chartfields. The common format is shown below.

Sample: Account – Fund – DeptID Class – Project

660003 – SB001 – D0100 11264 – FAC_PROF_DEVEL

Chartfield� ACCOUNT FUND DEPTID

CLASS PROJECT

Length� 6 char Numeric 5- char

Alpha Numeric 1ST 2 char

Always letters

5- char Alpha Numeric

5 Char Alpha numeric

15-char Alpha Numeric

Example� 660003,101900, 601826, etc

SB001,RS048, SE036, etc

A001, B0300, D0100, D0400,

CO635, etc 2001, 20052, 20130, SUCCE,

ADMKT, etc FAC_PROF_DEVL, LIBRARY_MTRLS