Department Row-Level Security Customization for Department Row-Level Security Customization for

PeopleSoft General LedgerPeopleSoft General Ledger

March 12, 2007

Alliance 2007 Conference

Orlando, Florida

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Agenda/ContentsAgenda/Contents

IntroductionsIntroductions OverviewOverview How does it work?How does it work? Why do we need it?Why do we need it? QuestionsQuestions

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IntroductionsIntroductions

Allen Wong Sr. Applications Consultant (FSCM)

Jerry Millette Lead Application Architect (FSCM)

PeopleSoft Support Centre University of Calgary, Alberta, Canada

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City of Calgary City of Calgary

One million residents

Host of 1988 Winter Olympics

Nestled beside the Rocky

Mountains

Located in the province of

Alberta

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University of Calgary University of Calgary Founded 1966

16 faculties (80 academic

programs)

36 research institutes and centres

28,200 current students

2,410 faculty

2,500 support staff Alumni include current Prime

Minister of Canada Stephen

Harper and James Gosling (founder of

the Java programming language)

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PeopleSoft and the U of CPeopleSoft and the U of C Finance & Materials Management (Fin/MM) Module 8.8 - Go

Live Aug 2005 Total: 16,500 users

Human Capital Management (HCM) Module 8.9 - Go Live Apr 2006

Human Resources 440 users Self-Service (Payroll) 27,500 users Total: 28,000 users

Student Administration (SA) Module 8.9 - Go Live Feb 2007 28,200 active student users 800 student administration staff 2,410 faculty Total: 31, 410

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OverviewOverview

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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How does it work?How does it work?

Custom TablesCustom Tables Modified People CodeModified People Code Query SecurityQuery Security Original Customization at Go-LiveOriginal Customization at Go-Live Modified Customization after Go-LiveModified Customization after Go-Live

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Custom Table (UC_GL_E005)Custom Table (UC_GL_E005)

A custom table (UC_GL_E005) was created to A custom table (UC_GL_E005) was created to associate User ID’s to Department ID’s. It consists associate User ID’s to Department ID’s. It consists of a SETID, DEPTID and OPRIDof a SETID, DEPTID and OPRID

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Modified People CodeModified People Code

Changed the scroll select people code to link to the Changed the scroll select people code to link to the U of C table when the search button is pushedU of C table when the search button is pushed

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Query SecurityQuery Security

Query security was place on the ledger table to limit Query security was place on the ledger table to limit user accessuser access

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Original CustomizationOriginal Customization

Original customization consisted of the Original customization consisted of the following components:following components: New record to hold valid department / user New record to hold valid department / user

combinationscombinations New page to maintain the above record – allow New page to maintain the above record – allow

copy of one user’s profile to another and allow a copy of one user’s profile to another and allow a user to be assigned “All Departments”user to be assigned “All Departments”

Only applies to GL Inquiry, Query, and nVision – not Only applies to GL Inquiry, Query, and nVision – not to GL Journal Entry screensto GL Journal Entry screens

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Original CustomizationOriginal Customization

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Modified CustomizationModified Customization

Subsequently after go-live, it was determined Subsequently after go-live, it was determined the following components needed to be added:the following components needed to be added: Replaced “Select All Department” check box with Replaced “Select All Department” check box with

new security role to automatically update user’s new security role to automatically update user’s profile to include all active departmentsprofile to include all active departments

Added “Remove All Departments” check box to Added “Remove All Departments” check box to clear a user’s profileclear a user’s profile

Ability to grant “blank” department access to view Ability to grant “blank” department access to view journal transactions that do not have a department journal transactions that do not have a department chartfield valuechartfield value

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Modified CustomizationModified Customization

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Why do we need it?Why do we need it?

Row-Level Department Security delivered in Row-Level Department Security delivered in PeopleSoft HCM but not in General LedgerPeopleSoft HCM but not in General Ledger

Government LegislationGovernment Legislation Standardized Chart of Accounts (COA)Standardized Chart of Accounts (COA) CultureCulture

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Government LegislationGovernment Legislation

FOIP (Freedom of Information and Protection FOIP (Freedom of Information and Protection of Privacy Act)of Privacy Act) Alberta government / public service organizationsAlberta government / public service organizations Section 2 b) to control the manner in which a public Section 2 b) to control the manner in which a public

body may collect personal information from body may collect personal information from individuals, to control the use that a public body may individuals, to control the use that a public body may make of that information and to control the make of that information and to control the disclosure by a public body of that information,disclosure by a public body of that information,

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Standardized Chart of AccountsStandardized Chart of Accounts

Legacy FRS (Financial Reporting System)Legacy FRS (Financial Reporting System) 20-year old mainframe system with non-standard 20-year old mainframe system with non-standard

financial coding structurefinancial coding structure Mapping of legacy codes to a financial COA Mapping of legacy codes to a financial COA

(Caseware) to produce trial balance and financial (Caseware) to produce trial balance and financial statementsstatements

Security down to lowest level of detail and specific Security down to lowest level of detail and specific account combinations by user – faculty and/or account combinations by user – faculty and/or departments “owned” specific accountsdepartments “owned” specific accounts

Data redundancy with legacy coding structureData redundancy with legacy coding structure Lowest level of detail included employee salary Lowest level of detail included employee salary

informationinformation

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Standardized Chart of AccountsStandardized Chart of Accounts

PeopleSoft General LedgerPeopleSoft General Ledger Standard financial Chart of Accounts – no additional Standard financial Chart of Accounts – no additional

mapping required to produce trial balance and mapping required to produce trial balance and financial statementsfinancial statements

Standard COA for all users, no account “ownership” Standard COA for all users, no account “ownership” and data redundancyand data redundancy

No delivered security by chartfieldNo delivered security by chartfield Summarized financial information – no employee Summarized financial information – no employee

salary informationsalary information

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CultureCulture

Budget Officers by FacultyBudget Officers by Faculty Journal entry performed by individual departments Journal entry performed by individual departments Fear of other faculty budget officers reviewing Fear of other faculty budget officers reviewing

department financial informationdepartment financial information Many departments with only one employee – Many departments with only one employee –

therefore salary information can be determinedtherefore salary information can be determined

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In ConclusionIn Conclusion

Row-Level Department Security delivered in Row-Level Department Security delivered in PeopleSoft HCM but not in General LedgerPeopleSoft HCM but not in General Ledger

Customized GL department security only applies to Customized GL department security only applies to GL inquiry pages, Query, and n/Vision – users still GL inquiry pages, Query, and n/Vision – users still able to view all journals via journal entry pageable to view all journals via journal entry page

Users accustomed to legacy system which allowed Users accustomed to legacy system which allowed for security down to lowest level of detail and for security down to lowest level of detail and specific account combinationsspecific account combinations

Standard financial COA means that users need to Standard financial COA means that users need to be educated on basic accounting principlesbe educated on basic accounting principles

Single staff departments may violate FOIPSingle staff departments may violate FOIP

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Questions?Questions?

This presentation and all Alliance 2007 This presentation and all Alliance 2007 presentations are available for download presentations are available for download

from the Conference Sitefrom the Conference Site

Presentations from previous meetings are also availablePresentations from previous meetings are also available